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Time Card II Manual

1. ID 12 TimeCard II PAGE l PAYROLL EXPENSE REPORT AT 05 19 2003 DEPT 0016 540511 22 REPORTING PERIOD 03 01 2003 TO 03 07 2003 MAW Iy 2003 058R SITE M S TEID EMPLOYEE NAME TIME 0 RATE EXPENSE 100387 GALLEGOS DIANE 0 00 5550 959567 302762 GARCIA DENISE 16 00 0 00 9550 104 00 100536 GONZALEZ YVONNE a 005 0 00 o 15 J956 207351 HARRIS CINDY 40 00 0 00 1102156 406 40 559437 LOGAN OCTAVIA 39579 0 00 62250 5 22 ST 101376 LOYA MONICA 13325 0 00 9250 29212 101537 MIRANDA SULEMA 1522 75 0 00 Sa TS 1 26 5 505 101532 MONTGOMERY GERALD Bo 95 0 00 6 60 101384 MONTOYA YOLANDA 7 20450 0 00 JESO 1555 75 228419 MOTE LOLLY 40 00 0 00 921611 384 40 101388 ORTIZ JESSICA 50 0 00 9o 15 175152 101495 PINEDA VICTOR 2500 0 00 9250 78 00 628113 RAMIREZ ARNOLDO J 40 00 0 00 6 50 260 00 294184 SONNY VALERIE A 40 00 0 00 13 529 451 60 lt lt TOTALS gt gt S sert 0 00 2653 00 Figure 140 TimeCard Weekly Expense Report without Subtotals Sample Report Section 7 9 Weekly Expense Report with Subtotals Purpose To producea Weekly Experse Report from the TimeCard Transaction File for a specific time period with Subtotals Menu Selection From the TimeCard System Main Menu 00209592 1
2. I WARIO PASSWORD INITIALS DEPARTMENT INQUIRY MAINTENANCE REPORTS 1 2 3 4 5 ENCAJE RK 0016 M FECHE GJG 0025 M KANT JSD X w TADS TWH 0087 M EMERAL KB 0023 SUGAR NPH 0025 X T JVO 0036 M PHJP PH 0058 M LOKK VEE 0089 M JULI EEN 0032 Y Y SALT DLH 0017 Y M MONDE FRA 0079 M x GENES DS 0053 M Mx KANT1 GS 0059 M X DENTEL JJJ 9999 M Y M IVORY LMH 0034 M P Figure 22 Adjustment Password Maintenance Print Sample Report Systems Design Inc Page 23 TMS II User Manual v1 2 September 24 2004 Systems Design Inc Page 24 TMS II User Manual v1 2 September 24 2004 Chapter 4 File Maintenance Section 4 1 Overview This chapter contains the options for maintaining the TimeCard II System files and records Use these options to define Budget Accounting Codes maintain employee records and edit TimeCard transactions among others The tasks dis cussed in this chapter are Maintain Budget Accounting Code Records to create modify and delete recor ds in the Budget Accounting Code file Maintain Employee Masterfile Records to create modify and delete records in the Employee Masterfile Maintain Employee TimeCard Transactions to create modify and delete TimeCard transactions Maintain Employee Exception TimeCard Transactions to create modify and delete Exception TimeCard
3. 9 Section 2 OVeEVIeW A 9 Section 2 2 TimeCard Parameter Maintenance 9 Chapter 3 Passwords 4 c4 bb ae eee 15 Section 3 1 Overview 15 Section 3 2 Adjustment Password 15 Section 3 3 Adjustment Password Maintenance 17 Section 3 4 Adjustment Password Maintenance Change 19 Section 3 5 Adjustment Password Maintenance Delete 20 Section 3 6 Adjustment Password Maintenance 21 Section 3 7 Adjustment Password Maintenance Print 22 Chapter 4 File 1 0 2 25 Section 4 1 Overview 25 Section 4 2 Budget Code Master 26 Section 4 3 Employee Master Maintenance 29 Section 4 4 Transaction File Maintenance Inquiry 36 Section 4 5 Transaction File Maintenance Add Change Delete
4. COPYRIGHT 2004 SYSTEMS DESIGN Figure 26 Budget Account Code Maintenance Edit Screen 5 To edit the record Systems Design Inc TMS II User Manual v1 2 Page 27 September 24 2004 Chapter 4 File Maintenance At the ALL OK YNC prompt type NJ and you will be prompted for the number of the field you wish to change Enter the number of the field and press al You will be positioned at the field where you may enter the new value and press ra to return you to the field number prompt Press 21 at the field number prompt when you have completed your changes You will then be returned to the All OK prompt where you may type ty to keep the changes 6 To delete the record type o You will be asked to confir m your decision to delete the record At the ALL YN prompt type NJ to keep the record Ifyou sure you want to delete the record you can enter CAUTION sure you want to delete the record There is NO way to bring it back Field Format Purpose Budget Account Code 3 characters Uniquely identifies a single record Account Description 12 characters Describes the purpose of the account Reference Only Budget Account 18 characters This is the Budget Account number associated with this Number account Reference Only Account Active 1 character This field indicates if this record is active for use Y indicates the Budget Account Code is available for use N indicates the B
5. Ti Section 4 22 Merge EDP Employees to 78 Chapter 5 TimeCard EXER WEE Ud ud PEPPER 81 Section 5 1 OvervieW 81 Section 5 2 TimeCard Input 81 Chapter 6 Employee TimeCard Inquiry 4 87 Section 6 OVERVIEW sss ss DART eine SU s cedido ba RAS SUR 87 Section 6 2 TimeCard 87 Chapter 7 TimeCard Reports satay code deen PRU PERERA XA E 4 91 Section 7 1 Overview 1 91 Section 7 2 TimeCard Audit Reports 91 Section 7 3 TimeCard Audit Report without Budget n Section 7 4 TimeCard Audit Report with Budget 96 Section 7 5 TimeCard Print oss cubre reci Ew Gage qud oer 102 Section 7 6 Exception Time Report by Department 108 Section 7 7 TimeCard Expense Reports 111 Section 7 8 Weekly Expense Report without Subtotals 112 Section 7 9 Weekly Expense Report with Subtotals
6. Figure 82 Create Exception Time by Campus Entry 5 70 Figure 83 Create Exception Time by Campus Entry Ti Figure 84 Create Exception Time by Individuals Employee Entry 13 Figure 85 Create Exception Time by Individuals Employee Entry Screen Sample 74 Figure 86 Mass Delete Exception Time Sub Menu 73 Figure 87 Delete Exception Time by Campus Campus Selection Figure 88 Delete Exception Time by Campus Entry Screen Figure 89 Extract OE Earnings Code from EDP P R Entry Screen 78 Figure 90 Merge EDP Employees to TimeCard Entry Screen 79 Figure 91 TimeCard Input Work Location Entry Screen 81 Figure 92 TimeCard Input Entry Screen Figure 93 TimeCard Input Entry Sample Screen Figure 94 TimeCard Input Sample Budget Account Code field 85 Figure 95 Employee TimeCard Inquiry Entry Screen Figure 96 Employee TimeCard Inquiry Employee Password Figure 97 Employee TimeCard Inquiry Period Start
7. TOTAL DIST ID 100387 14 75 40 00 0 00 14 75 0 00 0 00 0 00 0 00 302762 GARCIA DENISE 0370342003 1103154 40 00 25015 030 12 40 040 THe 2 DAILY TOTALS Sade 40 00 0 00 52219 0 00 0 00 0 00 0 00 03 04 2003 010 TOFTE 2503 20 3 030 12 40 040 13 40 1 00 1 00 DAILY TOTALS 3 00 0 00 0 00 3 00 0 00 0 00 0 00 0 00 05 2003010 10 20 020 122 378 030 12 41 040 13 53 1 5 0 m DAILY TOTALS 3750 0 00 0 00 SIS 0 00 0 00 0 00 0 00 03 06 2003 010 10 10 020 IZETA 2 2 07 030 12 39 040 13 44 1 08 1 08 DAILY TOTALS 0 00 0 00 E 0 00 0 00 0 00 0 00 0 3 077 52 0 0 3 90 50 150 154 020 12 14 2 00 2 00 030 TRESS 040 13 40 1157210 DAILY TOTALS 3 00 0 00 0 00 3x00 0 00 0 00 0 00 0 00 WEEK 1 TOTALS 40 00 0 00 16 00 0 00 0 00 0 00 0 00 TOTAL DIST ID 302762 40 00 0 00 16 00 0 00 0 00 0 00 0 00 100536 GONZALEZ YVONNE O3 03 2 0 073 10 18 020 Pom 40 00 pr Figure 115 TimeCard Audit Report with Budget Sample Report Systems Design Inc Page 101 TMS II User Ma nual v1 2 September 24 2004 Section 7 5 TimeCard Print Purpose To produce timecards from the TimeCard Transaction F ile Menu Selection From the TimeCard System Main Menu TM 04 04 1 orl to choose TimeCard Reports Menu 2 Type 01 1 to choose TimeCard Print 3 You will be prompted for which
8. 116 Section 7 10 Rated TimeCard 120 Section 7 11 TimeCard Error Report 127 Section 7 12 TimeCard Campus Worked Summary Report 130 Section 7 13 Extract TimeCard to EDP P R 134 Section 7 14 Print TimeCard Extract 137 Section 7 15 Reg OT to EDP Type2 138 Section 7 16 Copy Reg OT to EDP Type3 139 Section 7 17 Reg OT to EDP Type4 139 Chapter 8 TimeCard Terminals 141 Section 8 1 Overview 5 141 Section 8 2 TimeCard 141 Section 8 3 TimeCard Input 2 142 Section 8 3 1 CLOCK IN OUT 142 Section 8 3 2 Entry Verification 143 Systems Design Inc Page ii TMS II User Ma nual v1 2 September 24 2004 List of Figures Figure 1 TimeCard System Main Menu Figure 2 TimeCard Maintenance Menu Figure 3 TimeCard II Reports Menu Figure 4 TimeCard II Mileage Menu Figure 5 Print
9. will be replaced by one character of the Campus ID where the employee clocked in Campus Ids are 3 characters so you should insert CCC to indicate all three positions of the Campus ID hyphen a hyphen or dash will be inserted at this point in the Budget Account Number This is used for formatting period decimal a period or decimal will be inserted at this point in the Budget Account Number This is used for formatting space a space will be inserted at this point in the Budget Account Number This is used for formatting Page 13 September 24 2004 12 SHOW RATES 13 ALLOW INQ TMS120II 14 ALLOW INQ LOOKUP 1 character 1 character 1 character This option indicates ifthe employee pay rates should be displayed on selected reports Y indicates the rates are always to be printed N indicates the rates are never to be printed A indicates the operator should be asked 1f the rates are to be printed This option indicates if inquiry is allowed by the employee in the TimeCard Input see Section 5 2 pg 81 Y indicates that inquiry is allowed N indicates that inquiry is not allowed This option indicates if employee lookup is allowed by the employee in the TimeCard Input see Section 5 2 pg 81 Systems Design Inc TMS II User Manual v1 2 Y indicates that employee lookup is allowed N indicates that employee lookup is not allowed Page 14 September 24 2004 Chapter 3 Passwords Section 3 1
10. 18 06 19 43 08 07 518 TIIS WEEK 4 TOTALS BDG DESCRIPTION WRK HRS TRD ROUTE DRIVE 122040 32 00 MCU MT CUSTODIAL 8 25 8 00 Ws 40 00 PERIOD TOTALS BDG DESCRIPTION RATE WRK HRS TRD ROUTE DRIVE 12 00 128 00 TOF MECH OFFICE p 2 00 MCU MT CUSTODIAL 8 25 dA v 50 XXX PERIOD TOTALS 162 50 EMPLOYEE S SIGNATURE 3 00 0905 TRD ROUTE DRIVE 450 0905 TRD ROUTE DRIVE 0905 MCU MT CUSTODIAL yai WF bs JU 0905 TRD ROUTE DRIVE 2525 0905 TRD ROUTE DRIVE 25 0905 CUSTODIAL d 0905 TRD ROUTE DRIVE P 0905 TRD ROUTE DRIVE 3 00 0905 TRD ROUTE DRIVE 3525 0905 TRD ROUTE DRIVE dont 0905 TRD ROUTE DRIVE 0905 MCU MT CUSTODIAL 3 00 0905 TRD ROUTE DRIVE da D 0905 TRD ROUTE DRIVE Gays 2 00 0905 MCU MT CUSTODIAL UOS E 40 00 WRK EXT NON HRS REG HRS REG PAY OT HRS 384 00 3 00 SS 5 420 00 0 00 66 00 0 00 8 00 66 00 0 00 450 00 3 00 43 00 486 00 0 00 ANS a AON Se ATION es TOTAL HOURS LES WRK EXT NON HRS REG HRS REG PAY OT HRS 1536 00 11 00 79750010 1668 00 0 00 0 00 2 00 15 00 0 00 268 13 0 00 S25 Sa 268 13 0 00 1919 13 00 0 00 SUPERVISOR S SIGNATURE Figure 154 Rated TimeCard Print Sample Detailed TimeCard Page 3 Systems Design Inc TMS II User Manual v1 2 USED LC GRANCHILD TO DR OT PAY TOT PAY 0 00 420 00 0 00 66 00 0 00 486 00 OT RAT TOT PAY 0 00 1668 00 0 00 0
11. yn Enter the Transaction Date MMDDY Y for the transaction you want to maintenance 8 Enter the Sequence Number of the transaction you want to maintenance After entry of the information one of several things will occur depending which function you selected in step 4 Go to the appropriate step as noted Add continue with Section 4 6 pg 44 Change Go to Step 4 7 pg 48 Delete Go to Step 4 8 pg 49 Section 4 6 Transaction File Maintenance Add l If a transaction exists which matches the parameters you entered a message will display ERROR 04 TRANSACTION ALREADY ON FILE Figure 43 TimeCard Maintenance Transaction already on file Systems Design Inc Page 44 TMS II User Manual v1 2 September 24 2004 Chapter 4 File Maintenance and you will be taken back to Employee Number otherwise the entry screen will display 2 The entry screen will display for you to enter the information for the new transaction MAY 19 2003 EMPLOYEE TIMECARD TRANS MAINT ADD 501011 21 EMPLOYEE 000559437 OCTAVIA LOGAN TRANS DATE 03 03 2003 SEQ NUMBER 050 01 HOUR 00 23 je 02 MINUTES 03 1 O4 LOCATION CODE 0041 05 LUNCH FLAG Y 06 BUDGET CODE A03 7 6 5000 COPYRI 0 00 I IN BERTA CABAZA JUNIOR HIGH BUS DUTY REG GHT 2004 SYSTEMS DESIGN Figure 44 TimeCard Maintenance New Transaction Entry FIELD FORMAT O1 HOU
12. 2151 41 to choose TimeCard Maintenance Menu 2 Type ay to choose Budget Code Masterfile Print 3 You will be prompted for which printer to output the report WHICH PRINTER al and your default printer number will be displayed and used otherwise enter the number of the printer to receive the report 4 You will be asked to confirm the printer number to be used Systems Design Inc Page 65 TMS II User Manual v1 2 September 24 2004 Chapter 4 File Maintenance ARE YOU SURE Y N if your choice was correct other wise type NJ and you willbe taken back to the Which Printer option 5 The screen displays MAY 19 2003 ENTER DISTRICT NUMBER 01 ENTER RUN DATE BUDGET CODES MASTERFILE PRINT TMS49411 22 DEMO Timecard II COPYRIGHT 2004 SYSTEMS DESIGN Figure 78 Budget Code Masterfile Print Entry Screen 6 Enter the Run Date Enter the date MMDDYY for the report Used for report headings only Pressing Il without entering a Run Date will use the current system date T You will be asked if all your selections are correct Systems Design Inc TMS II User Ma nual v1 2 Entering will cause the rep ort to be produced Entering NJ will take you back to the Run Date option Step 8 Entering tc will cancel the report You will be prompted to confirm your decision to cancel the report Enter YJ to confirm the cancellation otherwise enter iN
13. Overview This chapter contains the options for maintaining the Password controls used by the TimeCard System Use these options to control access to maintenance routines as well as reports The tasks discussed in this chapter are Maintain Password Records to create modify and delete password controls records for the TimeCard System Inquire Password Records to display the passwords on file for the TimeC ard System Print Password Records to produce a report of the passwords on file for the TimeCard S ystem LAT SECURITY ALERT THIS SECTION SHOULD BE REMOVED AND PLACED IN A SECURE LOCATION TO PREVENT UNAUTHORIZED USERS FROM HAVING ACCESS TO THESE INSTRUCTIONS For security purposes it is recommended that you DO NOT WRITE PASSWORDS or SECURITY CODES IN THIS DOCUMENT Section 3 2 Adjustment Password Maintenance Purpose To maintain passwords for control of the system Menu Selection From the TimeCard System Main Menu TM 01 14 1 0121 to choose TimeCard Maintenance Menu 2 Type to choose Adjustment Password Maintenance 3 You will be prompted for which printer to output the report WHICH PRINTER 1 l Press 21 and your default printer number will be displayed and used otherwise enter the number of the printer to receive the report Systems Design Inc Page 15 TMS II User Manual v1 2 September 24 2004 This function has the option of printing reports Even thou
14. Press CTRL To Abort Figure 24 Budget Account Code Maintenance Record In Use Screen Systems Design Inc Page 26 TMS II User Manual v1 2 September 24 2004 Chapter 4 File Maintenance This means you requested a record being edited by someone else Only one person can edit a record at a time The person who has the record locked is identified by USER ID which is their login ID Press 21 to retry retrieving the record You may break out of the record lock screen by pressing eu You will then have the option to logout out of the system by press tc to return you to a menu If no records exists for the code you entered you will be prompted with DO YOU WANT TO ADD NEW ACCOUNT ii Figure 25 Budget Account Code Maintenance New Account Confirmation Enter to createa record for this code otherwise enter NJ to enter a different Budget Account Code If you choose to create a new record a blank screen will be presented for you to fill in the information for each field If the record exists it will be displayed as shown below and you can edit or delete it as described below MAY 19 2003 BUDGET ACCOUNT CODE MAINTENANCE 500411 22 BUDGET ACCOUNT 01 01 DESCRIPTION AIDE SALARY 1 02 BUDGET ACCT NUM 199 11 6129 00 110 3 11 A 1 ACTIVE M 05 PAY ACCT 1 06 ACCOUNT TYPE M 07 ACCESS 181 ALL
15. TIMECARD EXPENSE REPORTS MENU 01 EXPENSE REPORT WITHOUT SUBTOTS 02 EXPENSE REPORT WITH SUBTOTALS 99 RETURN TO PREVIOUS MENU ENTER MENU OPTION 1 Computer Systems Design Inc Figure 133 TimeCard Weekly Expense Reports Sub Menu 4 19111 to produce a Weekly Expense Report without Subtotals and continue with Section 7 8 pg 112 Type ojj to produce a Weekly Expense Report with Subtotals and continue with Section 7 9 pg 116 Type EE to exit this task Section 7 8 W eekly Expense Report without Subtotals Purpose To producea Weekly Expense Report from the TimeCard Transaction File for a specific time period without Subtotals Menu Selection From the TimeCard System Main Menu TM 04 09 01 1 copa to choose TimeCard Reports Menu 2 Type ood to choose TimeCard Expense Reports Menu 3 Type JOJ to choose Expense Report without Subtotals 4 You will be prompted for which printer to output the report WHICH PRINTER 1 j Systems Design Inc Page 112 TMS II User Ma nual v1 2 September 24 2004 Press al and your default printer number will display and be used to print the report otherwise enter the number of the printer to receive the report You will be asked to confirm the printer number to be used ARE YOU SURE Y N 1 Type tv if your choice was correct other wise type NJ and you will be taken back to the Which Printer option After ent
16. You may enter a maximum of 90 employee numbers in a batch 15 After entry of the employee numbers an ALL OK YNC prompt displays Systems Design Inc Page 73 TMS II User Manual v1 2 September 24 2004 Chapter 4 File Maintenance MAY 19 2003 TIMECARD EXCEPTION TIME POSTING TMS130 22 ENTER LIST OF EMPLOYEES TO POST 01 000100341 02 000100885 03 000101136 04 000101741 05 000102592 06 000152709 07 000559437 08 000644199 Employee No 000000000 ALL OK CYNC COPYRIGHT 2004 SYSTEMS DESIGN Figure 85 Create Exception Time by Individuals Employee Entry Screen Sample Systems Design Inc TMS II User Ma nual v1 2 If the entries are correct press and the program will create the transactions then return you to the TimeCard System If you want to change any of the employees in the list press NJ and you will be prompted for the field number to change Enter the line number of the employee you want to change or remove When prompted for the Employee Number enter the correct Employee Number or press e to remove the employee from the list If you want to continue entering a list press iN and you will be prompted for the field number to change Enter a number greater than the last line shown and you will be taken back to list entry mode If you want to abort the task press tc and you will be retur ned to the menu If you see a message similar to the following this indicates that a transac
17. ZU GT gc quo A45 AIDE SALARY cad 46 EXTRA PAY 404 11 6129 00 106 3 24 A 47 REG RATE PAY L199 11 5129 00 108 3 TII 4 A48 AIDE SALARY ST8 OVERTIME PAY 54 Ue 8 Ue Wap ded den Usb retin Get Wes ab de 2 14 44 dnd esp dr des r3 dens rx de ep 14 et 12 NES et duy tah des A disk 154 455 des EJ VES cum ish Es deb dh db dex eme em dap deg dedo tes dep Ed EH eA deb dex dex er ner ex des deb ess 63b 8 dedo dese dede nto 2352900 OI EAT A50 REG RATE PAY Figure 79 Budget Code Masterfile Print Sample Report 409 Section 4 15 Adjustment Password Maintenance Purpose To maintain passwords for control of the system Menu Selection From the TimeCard System Main Menu 01 14 1 to choose TimeCard Maintenance Menu ral 2 Type aya to choose Adjustment Password Systems Design Inc Page 67 TMS II User Manual v1 2 September 24 2004 Chapter 4 File Maintenance Maintenance 3 The instructions for these routines has been moved and placed in Chapter 3 pg 15 for security purposes Section 4 16 Exception Time Posting Purpose To add Exception TimeCard Transactions to the Transaction File on a group basis Menu Selection From the TimeCard System Main Menu TM 01 16 1 2 21 to choose TimeC
18. COPYRIGHT 2004 SYSTEMS DESIGN Figure 131 Exception Time Report by Department Confirmation 11 If your want to change your choices enter NJ and the selection will restart atEnter Run Date Enter and the report will be produced D EM O TimeCard II RUN DATE 05 19 2003 PAGE d EXCEPTION TIME REPORT PERIOD 03 01 2003 TO 0927852003 TMS415 22 MAY 19 2003 05 12 EMPL NO NAME DEPT CAMPUS DATE REASON BUDGET CODE 100387 GALLEGOS DIANE 0016 0115 03 14 2003 VAC 3 00 SCHEDULED OTIS 03 17 2003 VAC 5372000 SCHEDULED 0115 OSS 12003 VAC 572010 SCHEDULED OTIS OS S19 20 03 VAC 537200 SCHEDULED 0115 03 20 2003 3 00 SCHEDULED 0115 03 21 2003 SEEING SCHEDULED 559437 LOGAN OCTAVIA 0016 0041 03 06 2003 SCK 8 00 SICK CHILD A30 REG RATE PAY 0041 03 21 2003 JUR 8 00 COURT RECEIPT A30 REG RATE PAY 0041 03 28 2003 VAC 8 00 SCHEDULED A31 REG RATE PAY Figure 132 Exception Time Report by Department Sample Report Section 7 7 TimeCard Expense Reports Purpose To produce Weekly Expense Reports from the TimeCard Transaction File for a specific time period Menu Selection From the TimeCard System Main Menu 04 01 1 2121 41 to choose TimeCard Reports Menu 2 Type 0 94 to choose TimeCard Expense Reports Menu Systems Design Inc Page 111 TMS II User Manual v1 2 September 24 2004 3 A sub menu displays MAY 19 2003 DEMO CRT506 XX FS MEN301 24
19. SA TOTAL MD ES Figure 109 TimeCard Audit Report without Budget Sample Report 207351 Section 7 4 TimeCard Audit Report with Budget Purpose Menu Selection TM 04 01 02 Systems Design Inc TMS User Manual v1 2 To produce Audit Reports from the TimeCard Transaction File for a specific time period with Budget Account Codes From the TimeCard System Main Menu 1 copa to choose TimeCard Reports Menu 2 Type fof to choose TimeCard Audit Reports Menu Page 96 September 24 2004 3 Type 912 to choose TimeCard Audit with Budget 4 You will be prompted for which printer to output the report WHICH PRINTER 1 Press 21 and your default printer number will display and be used print the report otherwise enter the number of the printer to receive the report 5 You will be asked to confirm the printer number to be used ARE YOU SURE Y N 1 if your choice was correct other wise type NJ and you will be taken back to the Which Printer option 6 After entry of the printer number you will be asked which Department s employees to list The screen displays MAY 19 2003 EMPLOYEE TIME KEY BUILD TMS900w 20 ENTER DEPT NO TO PRINT Press Enter for A11 COPYRIGHT 2004 SYSTEMS DESIGN Figure 110 TimeCard Audit Report with Budget Entry Screen 7 Type IJ to select employees for ALL Departments otherwise enter the des
20. 000078413 21 VAC ALLOW 00 1 07 PHONE 3612445555 22 SICK Accum 00 08 50 SEC 645708339 23 VAC accum 00 09 DIST EMP NO 000101741 24 LUNCH ALLOWED 00 10 CAMPUS ID 0114 25 OT THRESHOLD 2 02 11 DEPARTMENT 0114 12 CURR STATUS I 13 ACTIVE Y N Y 14 LUNCH FLAG Y Y CLOCKS OUT AT LUNCH 15 TEMP EMPL Y ALL OK YNCR R Change Rates COPYRIGHT 2004 SYSTEMS DESIGN Figure 30 Employee Master Maintenance Edit Screen 5 To edit the record At the ALL OK YNCR prompt type NJ and you will be prompted for the number of the field you wish to change Enter the number of the field and press il You will be positioned at the field where you may enter the new value and press al to return you to the field number prompt Press dl at the field number prompt when you have completed your changes You will then be returned to the All OK prompt where you may type to keep the changes 6 To Review or Edit the Employee s rates type R and a secondary window will display with the Employee s Rates Dates Budget Account Codes and Scheduled Hours Systems Design Inc Page 31 TMS II User Ma nual v1 2 September 24 2004 Chapter 4 File Maintenance MAY 19 2003 EMPLOYEE RATES amp BUDGET CODES BUDGET EMPLOYEE HOURLY CHANGE ACCT SCHEDULED RATE DATE CODE HOURS 01 LAST 01 7 5000 1 02 11 12 2003 03
21. ALL OK YNC LY ARE YOU SURE YN Figure 55 TimeCard Maintenance Delete Transaction confirmation If you are sure you want to delete this record press other wise enter NJ and you will be taken back to the ALL OK YNC prompt Section 4 9 Employee Exception Time Maintenance Purpose To add change and delete Exception TimeCard Transactions to the Transaction File Systems Design Inc Page 50 TMS II User Manual v1 2 September 24 2004 Chapter 4 File Maintenance See Sections 4 16 pg 68 4 17 pg 69 4 18 pg 71 4 19 pg 75 and 4 20 pg 75 for further information on Exception Time Menu Selection TM 01 04 MAY 19 2003 EMPLOYEE NO TRANS DATE TRANS CODE LOCATION TimeCard transactions are covered in Sections 4 4 pg 36 4 5 pg 42 4 6 pg 44 4 7 pg 48 and 4 8 pg 49 From the TimeCard System Main Menu 1 to choose TimeCard Maintenance Menu Type 41 1 to choose Employee Exception Time Maintenance The screen displays TIMECARD EXCEPTION TIME MAINT TMSO20w 20 zii 1 2i 1 COPYRIGHT 2004 SYSTEMS DESIGN Figure 56 Exception Time Maintenance Entry Screen Systems Design Inc TMS User Manual v1 2 4 Enter the Employee Number and press 2 for this Exception Transaction The employee s name will display to the right Pressing al without entering an Employee Number will exit you from
22. ENTER TO CONTINUE SYSTEMS DESIGN Page 40 September 24 2004 Chapter 4 File Maintenance SEQ IN SEQ OUT TIME DIST ID TIME Systems Design Inc TMS II User Manual v1 2 The sequence number of the Clock In transaction The time the employee Clocked In The sequence number of the Clock Out transaction The time the employee Clocked Out The amount of time an employee worked The District other payroll system ID The total amount of time the employee worked Note that the sequence numbers are assigned automatically increments of 10 i e 10 20 30 so as to allow room for insertion of additional clock in and clock out transactions The transactions are processed in sequence number order It is easiest to insert a missing transaction before any sub sequent transactions clock in out are created i e fix it now before the next clock in out for this employee occurs It is easiest to continue the same sequence number and increment for missing transactions ie 1f only a clock in transaction exists with sequence number 010 it is easy to use the subsequent sequence numbers to keep things orderly 020 030 If the missing transaction s must be placed between two existing transactions it is necessary to select sequence numbers that would place the transactions into the proper order e g An employee clocks in and out as usual but didn t clock out for a medical visit but does clock out when
23. J to confirm the cancellation otherwise enter iN and you will return to the ALL YNC prompt You will be prompted for the Run Date Page 60 September 24 2004 Chapter 4 File Maintenance ENTER RUN DATE 1 Figure 71 Print Employee Master Full Run Date Enter the date MMDDYY for the report Used for report headings only Pressing al without entering a Run Date will use the current system date 10 You will be asked if all your selections are correct ALL OK YNC Figure 72 Print Employee Master Full Selection Confirmation Entering tv will cause the report to be produced Entering NJ will take you back to the Run Date option Step 9 Entering tc will cancel thereport You will be prompted to confirm your decision to cancel thereport Enter to confirm the cancellation otherwise enter NJ and you will return to the ALL YNC prompt Page 61 Systems Design Inc September 24 2004 TMS II User Manual v1 2 Chapter 4 File Maintenance DEMO TimeCard II PAGE 1 TIMECARD MASTERFILE AT 05 19 2003 550111 22 19 2003 06 37 BUDGET EMPLOYEE NO ub 99282 HOURLY CHANGE ACCT RATE DATE CODE 01 LAST NAME BAKER 16 WORK CYCLE W OE T 0 0000 1 02 00 00 0000 03 E 02 FRST NAME EMILY 17 DOCK YTD HRS Sf Soong 05 0 0000 06 00 00 0000 07 1 03 MDDL NAME DIANE 18 ALLOWABLE HRS
24. SYSTEMS DESIGN Figure 122 TimeCard Print Week Dates Entry Screen 13 14 15 16 Systems Design Inc TMS User Manual v1 2 The following two fields can be repeated up to 8 times Enter the Start Date MMDDYY of the week to be printed on the timecards for the report Press when you have entered all the week dates to print on the timecards You will next be prompted for the End Date MMDDYY of the week These two fields Start Date and End Date will be repeated allowing you to the enter the week date ranges for the period to be reported on Press al and the date 6 days after the Start Date will automatically be used 1 press l after entering a Start Date of 03 01 03 will give an End Date of 03 07 03 If you need to correct a Start Date and you are at the End Date field you may enter el and you will be taken back to the Start Date field After entering the date ranges to be printed the timecards you will be prompted whether you want Daily Totals to be printed by a PRINT DAILY TOTALS YN prompt Type Y to have the daily totals printed on the timecards otherwise type NJ to not print them Next you will be prompted whether you want Budget Account Totals to Page 105 September 24 2004 be printedby a PRINT BUDGET ACCOUNT TOTALS YN prompt Type to have the budget account totals printed on the timecards otherwise type NJ to not print them 17 Next if you answered Yes to the
25. 0 4 to choose TimeCard Reports Menu 2 0 9 to choose TimeCard Expense Reports Menu 3 ojj to choose Expense Report with Subtotals 4 You will be prompted for which printer to output the report WHICH PRINTER 1 Press al and your default printer number will display and be used to print the report otherwise enter the number of the printer to receive the Systems Design Inc Page 116 TMS II User Manual v1 2 September 24 2004 report 5 You will be asked to confirm the printer number to be used ARE YOU SURE Y N 1 if your choice was correct other wise type iN and you will be taken back to the Which Printer option 6 After entry of the printer number you will be asked which School s employees to list The screen displays MAY 19 2003 EMPLOYEE TIME KEY BUILD TMS903w 20 ENTER SCHOOL PRINT Press Enter for All COPYRIGHT 2004 SYSTEMS DESIGN Figure 141 TimeCard Weekly Expense Report with Subtotals Entry Screen 7 Type 51 to select employees for ALL Schools otherwise enter the desired School ID and press al to limit the report to only those employees assigned to that specific School See Campus ID in Employee File Maintenance on page 33 8 Next you will be asked which Department s employees to list The screen displays ENTER DEPT NO TO PRINT Press Enter for A11 9 l to select employees for ALL Departments
26. 00 on SCHED 00 00 00 55 1 TMS400W 25 MAY 19 2003 12 48 PM ALLOW oT 0016 03 03 2003 03 04 2003 03 05 2003 03 06 2003 03 07 2003 214 2140 call 740 220 241 10 239 14 PIS 100387 020 040 020 040 020 040 020 040 020 040 TZA T3 T23 Tar T33 Pes LAS 13 247 112 40 Stal 53 14 44 14 40 22218 00 50 225 2 5 00 50 TaS 0016 03 03 2003 03 04 2003 03 0522003 03 06 2003 03 07 2003 10 10 12 10 nes 10 17 10 is 18 56 F9 56 18 Byte 19 55 16 54 302762 020 040 020 040 020 040 020 040 020 040 ira 1279 mom 125 iG 11895 128 12 3s gay 42 34 43 34 42 E STE 233 42 00 00 00 LS 00 00 00 c5 00 40 00 0 00 0 00 40 00 0 00 0 00 40 00 0016 TOTAL Q3 0 S203 03 04 2003 03 05 2003 03 06 2003 03 lt 07 2003 010 030 010 030 010 030 010 030 010 030 ID 0722 12 07 agp 07 122 07 12 12 20 509 228 02 01 29 00 27 01 100536 020 040 020 040 020 040 020 040 020 040 156 Ter 16 TN 16 1268 WISE 01 30 00 30 539 230 00 30 00 30 00 00 00 00 14 T5 00 00 00 00 40 00
27. 00 00 00 00 00 122593 ARELLANO LINDA M 03 03 2003 SICK PAN 00 00 00 WEEK 1 TOTALS 00 00 00 00 PERIOD TOTAL 00 00 00 00 00 00 00 00 00 00 00 00 00 00 100812 BALTIERREZ VANESSA T 0284 03 03 2003 75 00 ox tls 03 04 2003 68 00 ES ES 03 05 2003 5 s 00 315 cats 03 06 2003 50 00 50 213101 03 07 2003 eH 00 15 et WEEK 1 TOTALS S2 00 D I OSLO 210013 50 00 50 550 OS EZ TTE 134 00 ao 03 12 2003 os 00 zi Q3 2153 2 0 0 3 50 00 oet 90 03 14 2003 2 00 00 2 00 2 00 WEEK 2 TOTALS 4 25 00 05 dio 03 25 2003 o 9B 00 ato c nsi 03 26 2003 o 00 a 0372722003 ibo us 00 HS 15 03 28 2003 n 00 ET STE WEEK 4 TOTALS 4 00 00 4 00 4 00 PERIOD TOTAL 11 50 00 T 50 00 00 00 00 00 00 00 00 00 00 00 148697 BENAVIDEZ RAQUEL SICR PAY 00 00 00 1 15 00 00 00 00 QUI SICK PFPA 00 00 00 WEEK 2 TOTALS 00 00 00 00 PERIOD TOTAL 00 00 00 00 00 00 00 00 00 00 00 00 00 00 101065 CONTRERAS IGNACIO 9361 03 03 2003 SICK PAY 00 00 00 WEEK 1 TOTALS 00 00 00 00 PERIOD TOTAL 00 00 00 00 00 00 00 00 00 00 00 00 00 00 100387 GALLEGOS DIANE 0303 2003 40 00 00 03 04 2003 E 40 00 03 05 2003 gu 40 00 03 06 2003 51520 40 00 Figure 167 Campus Worked Summary Report Sample Report Section 7 13 Extract TimeCard to EDP P R Purpose To prepare
28. 1 0 4 to choose TimeCard Reports Menu 2 Type 0 5 to choose Exception Time Report by Dept 3 You will be prompted which printer to output the report WHICH PRINTER al and your default printer number will display and be used to print the report otherwise enter the number of the printer to receive the report 4 You will be asked to confirm the printer number to be used ARE YOU SURE Y N 1 if your choice was correct other wise type NJ and you will be taken back to the Which Printer option 5 You will be asked which Department s employees to list The screen displays MAY 19 2003 EMPLOYEE TIME KEY BUILD TMS900w 20 ENTER DEPT NO TO PRINT Press Enter for A11 COPYRIGHT 2004 SYSTEMS DESIGN Figure 126 Exception Time Report by Department Entry Screen 6 Type l to select employees for ALL Departments otherwise enter the desired Department ID and press 21 to limit the report to only those employees assigned to that specific Department Systems Design Inc Page 109 TMS II User Manual v1 2 September 24 2004 See Department in Employee File Maintenance on page 33 T You will be asked to confirm your Department selection by an ALL OK CYNC prompt Type to verify your selection otherwise type NJ to re enter the Department ID If you see a message like the following it indicates that no employees were found for the Department
29. 14 75 0 00 6 50 95 87 lt lt SUBTOTAIS gt gt dA 0 00 lt lt 15 gt gt 332 00 0 00 2653 00 Figure 147 TimeCard Weekly Expense Report with Subtotals Sample Report Section 7 10 Rated TimeCard Print Purpose To produce Rated timecar ds from the TimeCard Transaction File for a specific or all departments Menu Selection From the TimeCard System Main Menu TM 04 12 l Type cof tochoose TimeCard Reports Menu 2 Type to choose Rated TimeCard Systems Design Inc Page 120 TMS II User Manual v1 2 September 24 2004 3 You will be prompted for which printer to output the timecards WHICH PRINTER 1 Press and your default printer number will display and be used to print the timecards otherwise enter the number of the printer to receive the report 4 You will be asked to confirm the printer number to be used ARE YOU SURE Y N tv if your choice was correct other wise type NJ and you willbe taken back to the Which Printer option SP After entry of the printer number you will be asked which Department s employees to print timecards for The screen displays MAY 19 2003 EMPLOYEE TIME KEY BUILD TMS900w 20 ENTER DEPT NO TO PRINT Press Enter for A11 COPYRIGHT 2004 SYSTEMS DESIGN Figure 148 Rated TimeCard Print 6 Type l to select employees for ALL Departments otherwise enter the desired Department ID and press lj
30. 3 TMS II User Manual v1 2 September 24 2004 Chapter 1 Information About The Time Card System Backspace Delete Section 1 4 2 Menus Main Menu you will avoid problems To erase information in a field press the Backspace key This key erases character at a time starting at the end The TimeCard II System options are organized into menus from which you can choose the task you want Each item on a menu is preceded by two letters or two numbers To select an item just type the letters or numbers and press the E key There are several levels of menus in the system The first menu is the main menu it contains an item for each system you have such as Food Service and Inventory as well as one item for the TimeCard II system The position of the items on this menu vary depending on the number of systems you have To use the TimeCard system type the characters that precede TimeCard System usually press il This guide assumes you have already selected the TimeCard System when starting the instructions TimeCard Main Menu After selecting the T imeCard System from the system menu you will see the TimeCard main menu as shown below MAY 19 2003 DEMO Timecard II CRT506 XX FS MEN301 24 Y 01 02 03 04 05 ENTER MENU OPTION Last Selection TIMECARD SYSTEM MENU TIMECARD MAINTENANCE MENU TIMECARD INPUT EMPLOYEE TIMECARD INQUIRY TIMECARD REPORTS MENU MILEAGE OPTIONS 99
31. 41 25 465 94 0 00 0 00 465 94 WEEK 4 TOTALS 40 00 TOTAL HOURS 23 00 BDG DESCRIPTION RATE WRK HRS WRK EXT NON HRS REG HRS REG PAY OT HRS OT PAY TOT PAY TRD ROUTE DRIVE 12 00 32 00 384 00 3 00 yero 420 00 0 00 0 00 420 00 MCU MT CUSTODIAL DINZE 8 00 66 00 0 00 8 00 66 00 0 00 0 00 66 00 EAS 40 00 450 00 3 00 43 00 486 00 0 00 0 00 486 00 PERIOD TOTALS qe OU ESO TOPAT Cw BDG DESCRIPTION RATE WRK HRS WRK EXT NON HRS REG HRS REG PAY OT HRS OT PAY TOT PAY TRD ROUTE DRIVE 12 00 128 00 1536 00 11 00 139 00 1668 00 0 00 0 00 1668 00 TOF MECH OFFICE Tryg 2 00 15 00 0 00 Behe 15 00 0 00 0 00 15 00 MCU MT CUSTODIAL 825 32750 DOORS 0 00 Bom 268 13 0 00 0 00 26813 XXX PERIOD TOTALS 162 50 181913 11 00 173750 0 00 0 00 PISITE EMPLOYEE S SIGNATURE SUPERVISOR S SIGNATURE Figure 155 Rated TimeCard Print Sample Summary TimeCard Section 7 11 TimeCard Error Report Purpose To produce an Error Report from the TimeCard Transaction File for a specific time period Menu Selection From the TimeCard System Main Menu TM 04 13 1 copa 1 to choose TimeCard Reports Menu 2 Type IET E ed to choose TimeCard Error Report Systems Design Inc Page 127 TMS II User Manual v1 2 September 24 2004 3 You will be prompted for which printer to output the report WHICH PRINTER 1 Press 21 and your default printer number will display and be used print the report othe
32. 42 Section 4 6 Transaction File Maintenance 4 44 Section 4 7 Transaction File Maintenance Change 48 Section 4 8 Transaction File Maintenance Delete 49 Section 4 9 Employee Exception Time Maintenance 50 Section 4 10 Print Employee Master Short 56 Section 4 11 Print Employee Master Full 59 Section 4 12 Mass Set Transactions Budget By Department 62 Section 4 13 Mass Set Pay Rate By Department 64 Section 4 14 Budget Code Masterfile Print 65 Section 4 15 Adjustment Password Maintenance 67 Section 4 16 Exception Time Posting 68 Section 4 17 Create Exception Time by Campus 69 Section 4 18 Create Exception Time by Individuals 7l Section 4 19 Mass Delete Exception Time 75 Systems Design Inc Page i TMS II User Manual v1 2 September 24 2004 Section 4 20 Delete Exception Time by Campus 75 Section 4 21 Extract OE Codes From EDP P R
33. 66 Print Employee Master Short Sample Report Figure 67 Print Employee Master Full School Selection Figure 68 Print Employee Master Full Department Figure 69 Print Employee Master Full Sort Selection Figure 70 Print Employee Master Full Selection Confirmation Figure 71 Print Employee Master Full Run Figure 72 Print Employee Master Full Selection Confirmation Figure 73 Print Employee Master Full Sample Report Figure 74 Mass Set Transactions Budget by Department Selection Screen Figure 75 Mass Set Transaction Budget by Department Selection Confirmation Figure 76 Mass Set Pay Rate by Department Selection Screen Figure 77 Mass Set Pay Rate by Department Selection Confirmation Figure 78 Budget Code Masterfile Print Entry Screen Figure 79 Budget Code Masterfile Print Sample 67 Figure 80 Exception Time Posting Sub Menu 1 Figure 81 Create Exception Time by Campus Campus Selection
34. Budget Account Code File are reported on the TimeCard Audit Report This option controls whether security is implemented at a Departmental Level Enabling this option causes the system to limit access only to the Department that is specified in the operator s password record Y indicates Department Security will be used throughout the system N indicates that department level security is not active for the sy stem 06 16 character This option indicates if the employee file has been CONVERSION converted to support the 16 Budget Accounts and Hourly Rates Y indicates the conversion has been performed N indicates the conversion process has not been performed When an operator enters a program this flag will be checked and if it does not contain a Y then the operator will be informed that the necessary conver sion routine has not been ran v Use extreme caution when changing this switch Running the conversion process a second time will corrupt the Employee Master file There is not an UNDO for this option 07 DEMINIMUS 1 character RULE CREPORT EXACT TIME This option indicates if the time is to be reported exactly or if it should be rounded If time is to be rounded it will be rounded to the nearest quarter of an hour ona daily basis i e 7 minutes or less is rounded down and 8 minutes or more are rounded up Y indicates that exact time will be reported N indicates that the time will be rounded S
35. DEPT 08 EMPLOYEE ID CARD PRINT MENU 09 TIMECARD EXPENSE REPORTS MENU 12 RATED TIMECARD 13 14 16 17 18 19 20 21 TIMECARD ERROR REPORT CAMPUS WORKED SUMMARY REPORT EXTRACT TIMECARD TO EDP P R PRINT TIMECARD EXTRACT COPY REG OT EDP 2 COPY O EARNS TO EDP 3 COPY OE RATE TO EDP 4 EMPLOYEE STATUS REPORT 99 RETURN TO PREVIOUS MENU ENTER MENU OPTION 1 Last Selection 01 02 Computer Systems Design Inc Figure 3 TimeCard II Reports Menu Systems Design Inc TMS User Manual v1 2 EMPLOYEE MASTERFILE MAINTENANCE Page 5 September 24 2004 Chapter 1 Information About The Time Card System MAY 19 2003 DEMO II CRT506 XX FS MEN301 24 01 02 ENTER MENU OPTION MILEAGE OPTION MENU MILEAGE INQUIRY REPORT MILEAGE TRANSACTION MAINT 99 RETURN TO PREVIOUS MENU 1 Last Selection 01 02 EMPLOYEE MASTERFILE MAINTENANCE Computer Systems Design Inc Figure 4 TimeCard II Mileage Menu Other Ways to Use Menus To select a task from one of the sub menus type the number that precedes the task and press J When you do the instructions for the task appear To see a higher previous menu you can enter Sys atthe ENTER MENU OPTION prompt and the higher level menu will appear If you want to quickly go to the System Main Menu you can type and you will be taken to your System Main Menu
36. Employee TimeCard Inquiry Entering 2 1 will bring up an employee search window You will be prompted to enter Last Name Press 21 without entering part of anemployee name will exit you from the lookup After entering the last name information you will be prompted for the First Name You may enter none all or part of a first name to refine your search Press all when you have entered the first name and the list of employees will display You may use the 2 a keys to move the cursor up and down in the list To select the highlighted employee press J To exit the lookup and not select a record press any other key 4 After entering the Employee Number the screen will prompts for the Employee s Password ENTER EMPLOYEE ID 559437 ENTER EMPLOYEE PASSWORD Figure 96 Employee TimeCard Inquiry Employee Password The Employee s Password is the last four digits of their Social Security Number Entering an invalid password will cause the system to return to the Enter Employee ID prompt 5 Next the system displays PERIOD START DATE Figure 97 Employee TimeCard Inquiry Period Start Date 6 Enter the Start Date MMDDYY of the period you want to inquire Transactions before this date will not display After entering the Period Start Date the screen displays PERIOD STOP DATE Figure 98 Employee TimeCard Inquiry Period Stop Date d Enter the Stop Date MM DDYY
37. Master File These records are only used to validate the entry of codes in various sections of the TimeCard system The information DOES NOT feed back into the EDP system These records should be imported directly from the EDP Personnel System This will be the quickest as well as most accurate way of setting up the accounts See Section 4 21 pg 77 for further information Menu Selection From the TimeCard System Main Menu 01 01 11 1 oar to choose TimeCard Maintenance Menu 2 Type to choose Budget Code Master Maintenance 3 The screen displays MAY 19 2003 BUDGET ACCOUNT CODE MAINTENANCE 5004 22 BUDGET ACCOUNT CODE PRESS lt ENTER gt TO QUIT Figure 23 Budget Account Code Maintenance Account Code Entry Screen 4 Enter the Budget Account Code and Il for the record you want to create edit or delete The Budget Account Code identifies a record in the file Entering 21 without entering a Budget Account Code will exit you from this task Entering 2 1 will bring up window with list of Budget Account Codes You may use the 7 a keys to move the cursor up and down in the list To select the highlighted code press l To exit the lookup and not select a record press any other key If you see a screen similar to RECORD IN USE FILE NAME 005 5 PROCESS ID 0022344 USER ID rkmtms Press Enter Retry
38. RETURN TO PREVIOUS MENU 1 01 02 EMPLOYEE MASTERFILE MAINTENANCE Computer Systems Design Inc Figure 1 TimeCard System Main Menu Systems Design Inc TMS II User Ma nual v1 2 To choose an option from this menu type the number that precedes it and press A sub menu appears Page 4 September 24 2004 Chapter 1 Information About The Time Card System Sub M enus The sub menu lists the tasks available for the chosen option The three sub menus are shown next MAY 19 2003 DEMO Timecard II CRT506 XX FS MEN301 24 TIMECARD MAINTENANCE 13 14 16 17 20 23 MENU BUDGET CODE MASTERFILE PRINT ADJUSTMENT PASSWORD MAINT EXCEPTION TIME POSTING MASS DELETE EXCEPTION TIME EXTRACT OE CODES FROM EDP P R MERGE EDP EMPLOYEES TO TIMECAR 99 RETURN TO PREVIOUS MENU 01 BUDGET CODE MASTER MAINTENANCE 02 EMPLOYEE MASTERFILE MAINT 03 TRANSACTION FILE MAINTENANCE 04 EMPLOYEE EXCEPTION TIME MAINT 06 PRINT EMPLOYEE MASTER SHORT 07 PRINT EMPLOYEE MASTER FULL 11 MASS SET TRANX BUD BY DEPT 12 MASS SET PAY RATE BY DEPT ENTER MENU OPTION Last Selection TM 01 02 Computer Systems Design Inc Figure 2 TimeCard II Maintenance Menu EMPLOYEE MASTERFILE MAINTENANCE MAY 19 2003 DEMO Timecard II CRT506 XX FS MEN301 24 TIME CARD REPORTS MENU 01 TIMECARD AUDIT REPORTS MENU 02 TIMECARD INPUT REPORT SUMMARY 04 TIMECARD PRINT 05 EXCEPTION TIME REPORT BY
39. SICK 020 040 OUT 12 50 14 19 12 47 14 20 12 47 14 15 PAY 12 49 14 25 654321 TIME 8 00 8 00 75 00 oN 8 00 COPYRIGHT 2004 DATE SEQ SEQ OUT TIME SYSTEMS DESIGN Figure 37 TimeCard Inquiry Sample Inquiry without Budgetary Accounting I F MAY 19 2003 REPORTING PERIOD 03 01 2003 TO 03 07 2 559437 LOGAN OCTAVIA w DEPT 0016 DATE 03 03 03 03 04 03 03 05 03 EMPL SEQ 010 030 010 030 010 030 IN 05 56 BUDGET 13 19 BUDGET 05 57 BUDGET 13 16 BUDGET 05 56 BUDGET 13 16 BUDGET SEQ 020 040 020 040 020 040 OUT 12 50 A39 REG 14 19 A39 REG 12 47 A39 REG 14 20 A39 REG 12 47 A39 REG 14 15 A39 REG TIMECARD INQUIRY TIME RATE PAY RATE PAY 8 00 RATE PAY RATE PAY 8 00 RATE PAY RATE PAY 7 75 COPYRIGHT 2004 530111 21 DATE SEQ SEQ OUT TIME 03 06 03 0041 SICK PAY 8 00 03 07 03 010 05 57 020 12 49 BUDGET A39 REG RATE PAY 030 13 16 040 14 25 BUDGET A39 REG RATE PAY Figure 38 TimeCard Inquiry Sample Inquiry with Budgetary Accounting VF FIELD EXPLANATION REPORTING PERIODfhe range of dates requested for this inquiry DEPT EMPL DATE Systems Design Inc TMS User Manual v1 2 Primary Department ID for this employee Employee Number and name Date the employee worked 8 00 TOTAL DIST ID 654321 a 8
40. TIME 522 EXPENSE 302762 GARCIA DENISE 16 00 0 00 6 50 104 00 100536 GONZALEZ YVONNE 14 75 0 00 99 56 207351 HARRIS CINDY 40 00 0 00 10 16 406 40 101376 LOYA MONICA M T525 0 00 6 50 Oe 5110 101537 MIRANDA SULEMA 0 00 126 56 101532 MONTGOMERY GERALD 2515 0 00 6 60 Sais ahs 101384 MONTOYA YOLANDA Z 20 50 0 00 HESS S 228419 MOTE LOLLY 40 00 0 00 9 61 384 40 101388 ORTIZ JESSICA TINAG 0 00 6 75 DUCI 101495 PINEDA VICTOR 12 00 0 00 6 50 78 00 628113 RAMIREZ ARNOLDO J 40 00 0 00 6 50 260 00 294184 SONNY VALERIE A 40 00 0 00 11 2 451 60 lt lt SUBTOTAIS gt gt BIT o s 0 00 2298 76 ININININININININININININININININININININININININININININININ PAGE BREAK N N NIN INININININININININININININININININININININ DEMO TimeCard PAGE 2 PAYROLL EXPENSE REPORT AT 05 19 2003 CAMPUS 0041 DEPT 0016 TMS4 0911 23 REPORTING PERIOD 03 01 2003 TO 03 07 2003 MAY 19 2003 05 33 PM F S ID EMPLOYEE NAME TIME Gor RATE EXPENSE 559437 LOGAN OCTAVIA 20205 0 00 6 50 25887 lt lt SUBTOTALS gt gt 0805 0 00 258 37 P2GE BREAK N N INININININININININININININININININININININININ DEMO TimeCard PAGE 8 PAYROLL EXPENSE REPORT AT 05 19 2003 CAMPUS 0115 DEPT 0016 TMS40911 23 REPORTING PERIOD 03 01 2003 TO 03 07 2003 MAY 19 2003 05 33 PM 100387 GALLEGOS DIANE
41. TOTALS 0 00 0 00 0 00 0 00 0 00 0 00 US7620 073800 0 1 5565 772 605 6 75 A39 REG RATE PAY 0004 030 13 14 040 14 21 3i eS 1225 9 DAILY TOTALS 8 00 0 00 0 00 8 00 0 00 0 00 0 00 0 00 03 27 2003 0041 CLO WES OAR ASO el 510 0 7 00 A39 REG RATE PAY 040714416 0275 0 75 A39 REG RATE PAY DAILY TOTALS 0 00 0 00 eee 0 00 0 00 0 00 0 00 032822003008 VAI CEA PETS OeN SCHEDULED 8 00 A31 REG RATE PAY DAILY TOTALS 0 00 0 00 0 00 0 00 0 00 0 00 8 00 0 00 A31 REG RATE PAY 0 00 0 00 0 00 0 00 8 00 0 00 SCHD OVER 0 00 SCHD UNDER 0 00 A39 REG RATE PAY 8100150 30 50 0 00 0 00 0 00 0 00 SCHD OVER 0 00 SCHD UNDER 0 00 WEEK 4 TOTALS 30 50 0 00 0 00 30 50 0 00 0 00 8 00 0 00 A30 REG RATE PAY 0 00 0 00 0 00 0 00 16 00 0 00 SCHD OVER 0 00 SCHD UNDER 0 00 A31 REG RATE PAY 0 00 0 00 0 00 0 00 8 00 0 00 SCHD OVER 0 00 SCHD UNDER 0 00 A39 REG RATE PAY A39 REG RATE PA 143 00 142 25 0 00 DS 0 00 0 00 SCHD OVER 0 00 SCHD UNDER 0 00 PERIOD TOTALS 143 00 40 00 0 00 142 25 0 00 Wig Uis EDS 0 00 EMPLOYEE S SIGNATURE SUPERVISOR S SIGNATURE Figure 125 TimeCard Print Sample TimeCard Page 2 Section 7 6 Exception Time Report by Department Purpose To producea report of Exception Time from the TimeCard Transaction File for a specific or all departments Menu Selection From the TimeCard System Main Menu Systems Design Inc Page 108 TMS II User Manual v1 2 September 24 2004 EMS
42. TimeCard Audit Report with Budget Run Date Entry 98 Figure 113 TimeCard Audit Report with Budget Period Start Date Entry 99 Figure 114 TimeCard Audit Report with Budget Confirmation 100 Figure 115 TimeCard Audit Report with Budget Sample Report 101 Figure 116 TimeCard Print Entry Screen 102 Figure 117 TimeCard Print School Selection 103 Figure 118 TimeCard Print Department Selection 103 Figure 119 TimeCard Print Sort Selection 103 Figure 120 TimeCard Print by School by Department No Employees in specified School Depar tment 5 4 tos d dpi dol 104 Figure 121 TimeCard Print Employee No Entry Screen 104 Figure 122 TimeCard Print Week Dates Entry Screen 105 Figure 123 TimeCard Print Confirmation 106 Figure 124 TimeCard Print Sample TimeCard Page 1 107 Figure 125 TimeCard Print Sample TimeCard Page 2 108 Figure 126 Exception Time Report by Department Entry Screen 10
43. To copy the current Type 4 transaction into the intermediate file to beimported by the EDP Payroll system Only one type of earnings may be transferred to the EDP at a time After copying the file it is necessary to run the import utility on the EDP system If you copy a file without importing the previous file just copy the correct file and then run the import routine From the TimeCard System Main Menu 1 to choose TimeCard Reports Menu 2 Type Bo to choose Copy Reg OT to EDP Type 4 You will NOT be prompted for any input There will be no confirmation about overwriting the current intermediate file After selection of the menu item the file will be copied Page 139 September 24 2004 Systems Design Inc Page 140 TMS II User Manual v1 2 September 24 2004 Chapter 8 TimeCard Terminals Section 8 1 Overview This chapter contains the instructions for clocking in and out of the TimeCard II System utilizmg TimeCard terminals The tasks discussed in this chapter are How to login to TimeCard terminal How to Clock In and Clock Out of the system How to login from EDP Section 8 2 TimeCard Login Purpose To Clock In and Clock Out of the TimeCard II System In order for the employees to clock in and out it is necessary for the terminal tobe logged into the system To be able to login you should have a screen similar to SCO OpenServer TM Release 5 swisdsys ttyp4 l
44. by extracting records from the EDP P ersonnel system These records can be edited after importation See Employee Masterfile Maintenance in Section 4 3 pg 29 for further information Menu Selection From the TimeCard System Main Menu TM 01 23 l Type Oar to choose TimeCard Maintenance Menu 2 Type aed to chooseMerge EDP Employees to TimeCard 3 The screen displays Systems Design Inc Page 78 TMS II User Manual v1 2 September 24 2004 Chapter 4 File Maintenance MAY 19 2003 MERGE EDP PERSONNEL MASTERS TO TIMECARD TMS222 23 ENTER DISTRICT NUMBER 01 DEMO II ADD PERSONNEL RECORDS TO TIMECARD EMPLOYEE ID BASE 900000 ARE YOU READY TO PROCESS YN COPYRIGHT 2004 SYSTEMS DESIGN Figure 90 Merge EDP Employees to TimeCard Entry Screen Note the EMPLOYEE ID BASE which will be added to the Employee Number of the records imported from the EDP systems See EMPLOYEE ID BASE pg 13 for further information or to change this value 4 You will be asked if you are ready to proceed e Entering will begin processing the Personnel records building the Employee Master records Entering NJ will exit from this program Systems Design Inc Page 79 TMS II User Manual v1 2 September 24 2004 Chapter 4 File Maintenance Systems Design Inc Page 80 TMS II User Manual v1 2 September 24 2004 Chapter 5 TimeCard Input Section 5 1 Overview This chapter contains th
45. from the Employee Master when the Budget Accounting Code is selected Reference only After entry of the above fields an ALL OK prompt display If the entries are correct press Continue with Step 3 If you want to change any of the fields press NJ and you will be prompted for the field number to change If you want to abandon this entry press EMPLOYEE TIMECARD TRANS MAINT ADD 501011 21 000559437 OCTAVIA LOGAN 03 03 2003 050 BUDGET CODE 5 00 A03 BUS DUTY REG 1 O OUT I IN A07 LIB SETUP 0041 BERTA CABAZA JUNIOR HIGH A57 EXTRA DAYS v A72 TECHNOLOGY 081 BUS DUTY REG A77 BUS MONITOR BO2 SUMMER SCH BO5 SP ED DRIVER BO8 9TH SP ED B10 HS SP ED 6 5000 1 5 CLERK A39 REG RATE PAY COPYRIGHT 2004 SYSTEMS DESIGN Figure 45 TimeCard Maintenance Budget Code Selection If a different Budget Code is selected you will be prompted with a messa ge SHOULD I UPDATE THE RATE Y N Figure 46 TimeCard Maintenance Update Transaction Rate Systems Design Inc TMS II User Manual v1 2 Page 46 September 24 2004 Chapter 4 File Maintenance The prompt lets you know the rate for this Budget Code may be different than the primary rate Enter NJ if the rate is correct and you don t want to changeit Enter if the rate is incorrect and you want it to be updated accordingly MAY 19 2003 EMPLO
46. of the period you want to inquire Transactions after this date will not display After entry of the information you will be asked to confirm your entries Systems Design Inc Page 88 TMS II User Manual v1 2 September 24 2004 Chapter 6 Employee TimeCard Inquiry MAY 19 2003 TIMECARD INQUIRY 530011 20 ENTER DISTRICT NUMBER 01 ENTER EMPLOYEE ID PERIOD START DATE 03 01 2003 PERIOD STOP DATE 03 07 2003 ALL OK esp 559437 DEMO Timecard II ENTER EMPLOYEE PASSWORD COPYRIGHT 2004 SYSTEMS DESIGN Figure 99 Employee TimeCard Inquiry Con firmation DEPT 0016 DATE 03 03 03 03 04 03 03 05 03 03 06 03 03 07 03 TOTAL D ENTER TO EMPL SEQ IN 010 05 56 030 13 19 010 05 57 030 13 16 010 05 56 030 13 16 0041 010 05 57 030 13 16 IST ID CONTINUE 8 If your want to change your choices enter LNJ and the entry will restart at the employee number Enter ty and the inquiry will display MAY 19 2003 TIMECARD INQUIRY TMS30011 20 REPORTING PERIOD 03 01 2003 03 07 2003 559437 LOGAN OCTAVIA SEQ 020 040 020 040 020 040 SICK 020 040 12 50 14 19 12 47 14 20 12 47 14 15 PAY 12 49 14 25 654321 TIME DATE SEQ SEQ OUT TIME 8 00 8 00 7 75 8 00 8 00 39 75 COPYRIGHT 2004 SYSTEMS DESIGN Figure 100 Employee TimeCard Inquiry Sample Inquiry without Budgetary Accounting I F Systems D
47. printer to output the timecards I e WHICH PRINTER B Press al and your default printer number will display and be used to print the report otherwise enter the number of the printer to receive the report 4 You will be asked to confirm the printer number to be used ARE YOU SURE Y N 1 if your choice was correct other wise type NJ and you willbe taken back to the Which Printer option 55 After entry of the printer number you will be asked if you want to print timecards for select individuals The screen displays MAY 19 2003 EMPLOYEE TIME KEY BUILD TMS904 20 ENTER DISTRICT NUMBER 01 DEMO Timecard II SELECT INDIVIDUALS PRINT YN COPYRIGHT 2004 SYSTEMS DESIGN Figure 116 TimeCard Print Entry Screen Systems Design Inc Page 102 TMS II User Manual v1 2 September 24 2004 6 Type if you want to print timecards for specific individuals otherwise type NJ and you will be able to select by School and Department gn If you selected not to print individual timecar ds you will be prompted for the School to print timecards The screen displays ENTER SCHOOL TO PRINT Press Enter for All Figure 117 TimeCard Print School Selection Type to select employees for ALL Schools otherwise enter the desired School ID and press al to limit the report to only those employees assigned to that specific School 8 If you selected not
48. selection Step 4 Entering will cancel the update and exit this routine You will be prompted to confirm your decision to cancel the update Enter to confirm the cancellation otherwise enter NJ and you will return to the ALL OK YNC prompt Systems Design Inc Page 63 TMS II User Manual v1 2 September 24 2004 Chapter 4 File Maintenance Section 4 13 Mass Set Pay Rate By Department Purpose To set Pay Rate 1 Budget Code 1 and Employee Type in Employee Masters Only Employee Masters with the specified Department will be updated Pay Rate 1 is the Hourly Rate Field 01 in the Employee Master Rates Budget Code 1 is the Budget Code Field 03 the Employee Master Rates See Section 4 3 pg 29 for more information LAT Use extreme caution when using this option Running this will update ALL Employee Masters for the specified Department There is not an UNDO for this option Menu Selection From the TimeCard System Main Menu TM 01 12 l Type 21 1 to choose TimeCard Maintenance Menu 2 Type Dek to choose Mass Set Pay Rate By Dept 3 The screen displays MAY 19 2003 EMPLOYEE PAY RATE SET BY DEPT TMS007 20 ENTER DEPARTMENT NUMBER ENTER BUDGET CODE 1 ENTER EMPLOYEE TYPE ENTER PAY RATE 1 ESSI ee COPYRIGHT 2004 SYSTEMS DESIGN Figure 76 Mass Set Pay Rate by Department Selection Screen 4 E
49. the report will be produced O TimeCard II PAGE x TIMECARD ERROR REPORT AT 05 19 2003 540211 21 19 2003 06 18 REPORTING PERIOD 03 01 2003 TO 03 28 2003 F S ID EMPLOYEE NAME DATE SEQ SEQ OUT TIME SCHED BUDGET CODE 100341 GONZALEZ NORMA H SOOO TORIS s 03 06 03 010 06 43 Figure 162 TimeCard Error Report Sample Report Section 7 12 TimeCard Campus Worked Summary Report Purpose To produce a report summarizing the hours worked at a specific campus Menu Selection From the TimeCard System Main Menu Systems Design Inc Page 130 TMS II User Manual v1 2 September 24 2004 1 to choose TimeCard Reports Menu 2 Type to choose Campus Worked Summary Report 3 You will be prompted which printer to output the report WHICH PRINTER 1 Press al and your default printer number will display and be used to print the report otherwise enter the number of the printer to receive the report 4 You will be asked to confirm the printer number to be used ARE YOU SURE Y N 1 if your choice was correct other wise type NJ and you will be taken back to the Which Printer option 5 You will be asked which School s Campus s to hours to report MAY 19 2003 TIMECARD CAMPUS WORKED SUMMARY REPORT 540411 21 ENTER DISTRICT NUMBER 01 DEMO Timecard II ENTER SCHOOL TO PRINT COPYRIGHT 2004 SYSTEMS DESIGN F
50. this task Entering Gal will bring up an employee search window You will be prompted to enter Last Name Press dl without entering part of an employee name will exit you from the lookup After entering the last name information you will be prompted for the First Name You may enter none all or part of a first Page 51 September 24 2004 Chapter 4 File Maintenance name to refine your search Press l when you have entered the first name and the list of employees will display You may use the 1 aj keys to move the cursor up and down in the list To select the highlighted employee press il To exit the lookup and not select a record press any other key Entering will bring up the TimeCard Inquiry screen See Section 4 4 pg 36 for instructions on how to usethe Inquiry feature 2 Enter the Date MMDD Y Y for this Exception Transaction 6 Enter the Transaction Code for this entry CODE EXPLANATION Jury Duty Holday 002050252001 SikPay 252505042021 Vacation DokPay Retroactive Pay Leave Without Pay C Bereavement Figure 57 57 Exception Transaction Exception Transaction Codes SENT 7 Enter the Campus ID for this transaction This would usually be the primary campus for this employee See Campus ID in Employee File Maintenance on page 33 for further information Ifa record doesn t exist matching the fields you entered
51. to limit the timecards to only those employees assigned to that specific Department See Department in Employee File Maintenance on page 33 Systems Design Inc Page 121 TMS II User Manual v1 2 September 24 2004 7 You will be asked to confirm your Department selection by an ALL OK CYNC prompt Type to verify your selection otherwise type NJ to re enter the Department ID If you see a message like the following it indicates that no employees were found for the Department ID you entered Press 21 and the program will terminate Verify the Department ID you entered has employees assigned to it NO DATA EXTRACTED Figure 149 Rated TimeCard Print No Employees in specified Department 8 You will be asked if you want to include detail for the timecards screen displays MAY 19 2003 EMPLOYEE TIME CARD PRINT TMS413IIR 21 1 ENTER DISTRICT NUMBER 01 DEMO Timecard II INCLUDE DETAIL Y N COPYRIGHT 2004 SYSTEMS DESIGN Figure 150 Rated TimeCard Print Entry Screen Enter to mclude detail for these timecards otherwise enter NJ to print Summary timecards 9 You will be asked for the start and end dates of the weeks to print for the timecards The screen displays WEEK 1 START DATE i Figure 151 Rated TimeCard Print Start Date Entry Systems Design Inc Page 122 TMS II User Manual v1 2 September 24 2004 The following two fields be repeated up to 8 times 10
52. which matches the parameters you entered a message will display ERROR 05 TRANSACTION NOT ON FILE Figure 53 TimeCard Maintenance Transaction not on file and you will be taken back to Employee Number otherwise the Transaction Maintenance screen will display Systems Design Inc Page 49 TMS II User Manual v1 2 September 24 2004 Chapter 4 File Maintenance MAY 19 2003 EMPLOYEE TIMECARD TRANS MAINT DELETE 501011 21 EMPLOYEE NO 000559437 OCTAVIA LOGAN TRANS DATE 03 03 2003 SEQ NUMBER 050 01 HOUR 00 23 BI 02 00 I O OUT I IN 04 LOCATION CODE 0041 BERTA CABAZA JUNIOR HIGH Q5 LUNCH FLAG v O6 BUDGET CODE A39 REG RATE PAY 07 7 0000 1 ALL OK YNC COPYRIGHT 2004 SYSTEMS DESIGN Figure 54 TimeCard Maintenance Delete Transaction Screen After the record is displayed you will be at the ALL OK YNC prompt If you do not want to delete the record enter NJ and you will be ta ken back to the Employee Number prompt If you want to abandon deleting the transaction press tc for cancel You will be prompted to confirm your decision to cancel deleting this transaction Enter you will be taken back to the Employee Number prompt otherwise enter NJ and you will be taken back to the ALL OK CYNC prompt If you are sure you want to delete this record press and you will be asked to confirm your decision to delete this record
53. 02648 107289 107289 1E0992 109292 13 5 72 6 S256 13 5 6 118244 126084 126084 128514 BAS SSIS dem em dem 90 QS Gi OOOO 4 amp 9 Y e e e 9 29 Figure 172 TimeCard Extract Report Type 2 Sample Report 0000109292 0000341884 0000370554 0000431011 0000511529 0000742143 REG 00028 0000 OT2 00007 0000 REG 00000 0000 OT 00028 0000 OT2 00007 0000 REG 00028 0000 OT2 00007 0000 REG 00034 7500 OT2 00008 2500 REG 00000 0000 OT 00036 2500 OT2 00005 5000 REG 00007 5000 REG 00028 0000 OT2 00007 0000 REG 00000 0000 CB5 00004 0167 REG HA7 00005 3000 REG HA7 0010 0 526838 7 00005 3333 7 00005 2833 7 00004 6500 Figure 173 TimeCard Extract Report Type 3 Sample Report NO SAMPLE AVAILABLE AT THIS TIME Figure 174 TimeCard Extract Report Type 4 Sample Report Section 7 15 Co Purpose Menu Selection TM 04 18 Systems Design Inc TMS User Manual v1 2 Reg OT to EDP Type 2 To copy the current Type 2 transaction into the intermediate file to be imported by the EDP Payroll system Only one type of earnings may be transferred to the EDP at a time After copying the file it is necessary to run the import utility
54. 1 OPERATOR ESSE SECURITY LEVELS PASSWORD INITIALS DEPARTMENT INQUIRY MAINTENANCE REPORTS 1 2 3 4 5 ENCAJE RKM 9999 Y N Y ANY CHANGE Y OR N Figure 18 Adjustment Password Maintenance Change Screen Sample See page 18 for explanations about the fields 4 After the record is displayed you will be at the ANY CHANGE Y OR N prompt If the entries are correct or no changes need to be made press NJ If you want to change any of the fields press and you will be prompted for the number of the field you wish to change Enter the number of the field and press ll You will be positioned at the field where you may enter the new value and press al to return you to the ANY CHANGE CY OR N prompt Section 3 5 Adjustment Password Maintenance Delete Purpose To delete a pass word from control of the system Menu Selection From the Security Password Maintenance Menu TM 01 14 1 Type to choose Delete Existing Password 2 The screen displays SECURITY PASSWORD MAINTENANCE OPERATOR SECURITY LEVELS PASSWORD INITIALS DEPARTMENT INQUIRY MAINTENANCE REPORTS 1 2 3 4 5 Figure 19 Adjustment Password Maintenance Delete Screen Systems Design Inc Page 20 TMS II User Manual v1 2 September 24 2004 3 Enter the password that you want to delete If you press al without entering a password the task will terminate and return you to the Securi
55. 10 0 00 2687 abs 0 00 126 September 24 2004 DEMO TimeCard II PAGE D TODO EGG S og T2338 UM TMSA413IIR 22 20037 644199 CAMPUS 0905 EMPLOYEE MARIA J SSN 463 29 4132 1905 PAYROLL PERIOD 09 01 2003 09 28 2003 F S NO 644199 DATE CLOCK IN CLOCK OUT HOURS WKD OTH HRS SCHL BUDGET CODE EXCP REASON WEEK 1 TOTALS LE DAD BOO T TOTAL HOURS 42 19 9X BDG DESCRIPTION RATE WRK HRS WRK EXT NON HRS REG HRS REG PAY OT HRS OT PAY TOT PAY TRD ROUTE DRIVE 12 00 28 cay 345 00 8 00 Bile 15 441 00 0 00 0 00 441 00 MCU MT CUSTODIAL 725 6 00 49 50 0 00 6 00 49 50 0 00 0 00 49 50 ENE 394250 8 00 A2 DE 490 50 0 00 0 00 490 50 WEEK 2 TOTALS 5 50 TOTAL HOURS 46050 BDG DESCRIPTION RATE WRK HRS WRK EXT NON HRS REG HRS REG PAY OT HRS OT PAY TOT PAY TRD ROUTE DRIVE 12 00 SENTIS 405 00 0 00 esie mi 405 00 0 00 0 00 405 00 TOF MECH OFFICE 75150 1010 15 00 0 00 2 00 15 00 0 00 0 00 15 00 MCU MT CUSTODIAL BIZ 10 75 88 69 0 00 88 69 0 00 0 00 88 69 S 46 50 508 69 0 00 46 50 508 69 0 00 0 00 508 69 WEEK 3 TOTALS dd bm UB E TOTAL HOURS RISD Sa BDG DESCRIPTION RATE WRK HRS WRK EXT NON HRS REG HRS REG PAY OT HRS OT PAY TOT PAY TRD ROUTE DRIVE 12 00 85150 402 00 0 00 33 50 402 00 0 00 0 00 402 00 MCU MT CUSTODIAL 8 25 ws Ue 63 94 0 00 TIS 63 94 0 00 0 00 63 94 DEK 465 94 0 00
56. 11 21 FUNCTION COPYRIGHT 2 A ADD C CHANGE D DELETE I INQUIRY E RETURN TO DISTRICT OPTION 004 SYSTEMS DESIGN Figure 41 Transaction File Maintenance Menu Screen 4 From this A C D I E menu you select which function you wish to perform Add TimeCard entries to the transaction file Change TimeCard entries in the transaction file Delete TimeCar d entries from the transaction file Inquire TimeCard entries in the transaction file Exit from Transaction File Maintenance To help facilitate understanding TimeCard Transactions you should first look at the Inquiry option understand for the 5 Type since it will show some concepts that are necessary to Add Change Delete functions See Section 4 4 pg 36 Systems Design Inc TMS User Manual v1 2 Page 43 September 24 2004 oj and the TimeCar d Maintenance screen will display Chapter 4 File Maintenance MAY 19 2003 EMPLOYEE TIMECARD TRANS MAINT ADD 501011 21 AAAAAA EMPLOYEE NO Eee TRANS DATE Function will show here SEQ NUMBER ADD CHARGE OR DELETE COPYRIGHT 2004 SYSTEMS DESIGN Figure 42 TimeCard Maintenance Tim eCard Transaction Ma inten ance 6 Enter the Employee Number and 21 for the employee you want to add change or delete transactions The employee s name will display to the right Pressing al without entering an Employee Number will exit you from this task
57. 18 TMS II User Manual v1 2 September 24 2004 date 12 You will next be prompted for the Period Start Date PERIOD START DATE Figure 144 TimeCard Weekly Expense Report with Subtotals Period Start Date Entry Enter the Start Date MMDDYY of the period you want to report Transactions before this date will not display After entering the Period Start Date the screen displays PERIOD STOP DATE i Figure 145 TimeCard Weekly Expense Report with Subtotals Period Stop Date 13 Enter the Stop Date MMDDYY of the period you want to inquire Transactions after this date will not display After entry of the information you will be asked to confirm your entries MAY 19 2003 EMPLOYEE TIME CARD EXPENSE REPORT TMS40911 23 i ENTER DISTRICT NUMBER 01 DEMO Timecard II ENTER RUN DATE 05 19 2003 PERIOD START DATE 03 01 2003 PERIOD STOP DATE 03 07 2003 ALL OK CYNC COPYRIGHT 2004 SYSTEMS DESIGN Figure 146 TimeCard Weekly Expense Report with Sub totals Confirmation 14 If your want to change your choices enter NJ and the selection will restart atEnter Run Date Enter and the report will be produced Systems Design Inc Page 119 TMS II User Manual v1 2 September 24 2004 DEMO TimeCard II PAGE PAYROLL EXPENSE REPORT 05 19 2003 CAMPUS 0016 DEPT 0016 540911 23 REPORTING 200390 TO 0320722003 19 2003 05 33 F S ID EMPLOYEE NAME
58. 18 2003 04 57 08 04 3 00 0905 TRD ROUTE DRIVE 14 32 152702 QS 0905 TRD ROUTE DRIVE 18 03 12059 0905 MCU MT CUSTODIAL 50 DIS Ss SIO 04 54 08 06 INS 0905 TRD ROUTE DRIVE 14135 IH erts 0905 TRD ROUTE DRIVE 5 09520 2003 09 20 10 45 18 50 0905 MCU MT CUSTODIAL IESUS d WEEK 3 TOTALS 1 007 99 TOTAL HOURS BDG DESCRIPTION RATE WRK HRS WRK EXT NON HRS REG HRS REG PAY OT HRS TRD ROUTE DRIVE 12 00 23250 402 00 0 00 BIS 402 00 0 00 MCU MT CUSTODIAL Sra Sie TES 63 94 0 00 TTS 63 94 0 00 41 25 465 94 0 00 41 25 465 94 0 00 Figure 153 Rated TimeCard Print Sample Detailed TimeCard Page 2 Systems Design Inc TMS II User Manual v1 2 EXCP REASON OT PAY TOT PAY 405 45 88 00 00 69 TOT PAY 402 00 63 94 Page 125 September 24 2004 DEMO TODO EGCCOAOBROB TimeCard II S og T2338 UM EMPLOYEE NO EMPLOYEE NAME 644199 REYNA MARIA J PAYROLL PERIOD 09 01 2003 TO 09 28 2003 DATE CLOCK IN CLOCK OUT HOU RS WKD CAMPUS 0905 SSN 463 29 4132 1905 F S NO 644199 BUDGET CODE MAY 19 PAGE F TMS413IIR 22 2003 05 59 PM EXCP REASON 09 22 2003 065 925 2200 51 09 24 2003 09 24 2003 09725 2003 09 26 2003 UES SAA OS 04 58 14 32 TSG 04 58 14 34 18 10 04 57 Abst eit 05 02 14 35 18 06 05 00 14 40 LS SES 08 02 112 51502 20 10 08 03 18 10 20225 08 10 205247 SICK PAY
59. 26 i ENTER DISTRICT NUMBER 01 DEMO Timecard II ENTER RUN DATE 05 19 2003 WEEK 1 START DATE i 1 COPYRIGHT 2004 SYSTEMS DESIGN Figure 113 TimeCard Audit Report with Budget Period Start Date Entry 11 12 13 14 Systems Design Inc TMS User Manual v1 2 The following two fields can be repeated up to 8 times Enter the Start Date MMDDYY of the week to be printed on the TimeCard Audit Report Press l when you have entered all the week dates to print on the report You will next be prompted for the End Date MMDDY Y of the week These two fields Start Date and End Date will be repeated allowing you to the enter the week date ranges to be reported on Press al and the date 6 days after the Start Date will automatically be used i e press e after entering a Start Date of 03 01 03 will give an End Date of 03 07 03 If you need to correct a previous date field you may enter 9 1 you will be taken back to the previous field This may be repeated as many times as needed After entering the date ranges to be printed on the report you may be prompted whether the rates are to be printed on the report by a PRINT RATES YN prompt Type to have the rates printed on the report otherwise type NJ to not print the rates The option to print the rates is controlled by the SHOW RATES option in the TimeCard System Parameter file See SHO
60. 3 1 CLOCK IN OUT The employee will enter their Employee ID and press il If the employee enters an invalid number the number will be erased and a message will display EMPLOYEE NOT ON FILE PLEASE TRY AGAIN Figure 179 TimeCard Input Invalid Employee ID The employee may then enter their correct employee ID Whena valid Employee ID is entered the screen displays the appropriate CLOCK IN or CLOCK OUT screen Systems Design Inc Page 142 TMS II User Manual v1 2 September 24 2004 19 2003 TIMECARD INPUT TMS12011 25 1 EMPLOYEE ID 101741 LINDA SMITH 01 CAMPUS ID 0001 SAN BENITO HIGH SCHOOL DATE sEP 17 2004 TIME 07 10 AM 02 STATUS I CLOCK IN 03 BUDGET ACCOUNT CODE A01 AIDE SALARY ALL OK YNC COPYRIGHT 2004 SYSTEMS DESIGN Figure 180 TimeCard Input Entry Verification Section 8 3 2 Entry Verification If the In Out status and Budget Account Code 15 correct press tv The entry will be recorded a confirmation message will display and then prepare for the next employee to clock in or out Go back to section CLOCK IN OUT If the employee failed to clock in or out they should go ahead and press to accept the entry so the proper time is recorded They need to notify their supervisor promptly so the appropriate corrections can be made If you need to change the Budget Account Code because you are working in a different capacity press NJ and you wi
61. 3 BUDGET TRACKING N 04 AUTO OT TRACKING N 05 DEPT SECURITY N 06 16 CONVERSION Y 07 DEMINIMUS RULE N REPORT EXACT TIME 08 ID CARD HAS C R N O9 LUNCH ALLOWED L 50 10 EMPLOYEE ID BASE 900000 11 BAC MASK 999 99 9999 99 999 9 99 9 12 SHOW RATES Y 5 A ASK 13 ALLOW INQ TMS120II Y 14 ALLOW INQ LOOKUP Y ALL OK YNCD COPYRIGHT 2004 SYSTEMS DESIGN Figure 9 TimeCard System Parameter Maintenance Menu You will then select TimeCar d II Codes by entering aps If the TimeCard II Codes record does not exist you will be asked Systems Design Inc Page 10 TMS II User Manual v1 2 September 24 2004 DO YOU WISH TO ADD TIMECARD II CODES Y N Figure 10 TimeCard System Parameter Maintenance TimeCard II Codes Addition Confirmation Enter to setup the codes If you do not want to setup the codes at this time then enter NJ If you are upgrading from an earlier version of TimeCard some values will already be filled in You will have the option to change these values If the codes exist or you selected to create the codes the following screen will display MAY 19 2003 SYSTEM PARAMETER MAINTENANCE SPF005 27 TIMECARD II CODES 01 05 MILAGE Y 02 TRANSPORT DEPT 0015 03 BUDGET TRACKING N 04 AUTO OT TRACKING N 05 SECURITY N 06 BAC 16 CONVERSION Y 07 DEMINIMUS RULE N REPORT EXACT TIME 08 ID CARD HAS C R N 09
62. 40 00 3 0000 10 07 16 2003 11 1 04 ADDRESS 19 HOURS DATE 08 15 2002 4 0000 1 14 07 16 2003 15 ily Wk 05 CITY STA 1 20 SICK ALLOW 101071 Uh 5 0000 18 07 16 2003 19 1 06 ZIP CODE 000000000 21 VAC ALLOW zi Sop g 2 6 0000 22 07 16 2003 23 if ae 07 EMP PHONE 0000000000 22 SICK ACCUM zi 5 Jn 7 0000 26 07 16 2003 27 08 SOC SEC NO 125689765 23 VAC ACCUM zi OON EJ 8 0000 30 07 16 2003 31 1 09 DIST EMP 000098468 24 LUNCH ALLOWED 00 9 0000 34 07 16 2003 35 We it 10 CAMPUS ID 0041 25 OT THRESHOLD 40 00 37 10 0000 38 07 16 2003 39 J S 1 11 DEPARTMENT 0016 26 EMPLOYEE TYPE 41 11 0000 42 07 16 2003 43 1 VZECURR STATUS D 45 12 0000 46 07 16 2003 47 Tu E 13 ACTIVE Y N Y 49 13 0000 50 07 16 2003 51 i dt 1 14 LUNCH FLAG Spri 53 14 0000 54 07 16 2003 55 1 15 TEMP EMPL Eels OOM RS for 762 00S 59 1 61 16 0000 62 07 16 2003 63 iut SCHR D Winm 18 6 0005 05 20 20 20 20 20 36 20 20 20 08 20 20 24 20 20 40 20 20 56 20 20 12 20 20 28 20 201 44 20 20 60 20 20 16 20 20 32 20 20 48 20 20 64 20 20 RATE BUDGET EMPLOYEE NO e 96389 HOURLY CHANGE ACCT RATE DATE CODE 01 EMP LAST NAME HOUSER 1 16 WORK CYCLE W 01 0 0000 1 02 00 00 0000 03 1 02 EMP FRST NAME PAULA 1 17 DOC
63. 5 TRD ROUTE DRIVE 14 45 18 03 50 0905 TRD ROUTE DRIVE 18 03 2016 2 00 0905 MCU MT CUSTODIAL 5200 9 09 03 2003 05 00 08 10 DI 0905 TRD ROUTE DRIVE 1 47 315 8005 usb 0905 TRD ROUTE DRIVE 18 06 19 54 bo 95 0905 MCU MT CUSTODIAL BEC NES 09 04 2003 04 54 08 05 S525 0905 TRD ROUTE DRIVE 14 41 1582015 0905 TRD ROUTE DRIVE 18 03 20 08 DIIS 0905 MCU MT CUSTODIAL Che qHey m 4 09 05 2003 04 55 Ss 0905 TRD ROUTE DRIVE 14 34 18 09 S a 0905 TRD ROUTE DRIVE 09 06 2003 08 05 TOSE 2 00 0905 TRD ROUTE DRIVE 1 TOTALS 35 18 cx Bog ve TOTAL HOURS E AE BDG DESCRIPTION RATE WRK HRS WRK EXT NON HRS REG HRS REG PAY OT HRS TRD ROUTE DRIVE 12 00 2o 13 345 00 8 00 Sig 5 441 00 0 00 MCU MT CUSTODIAL Sp 6 00 49 50 0 00 6 00 49 50 0 00 ES 34 75 394 50 8 00 EN oo E 490 50 0 00 09 08 2003 04 58 08 20 Sesh 0905 TRD ROUTE DRIVE uer 5342 0905 TRD ROUTE DRIVE 18 00 20 00 252100 0905 TOF MECH OFFICE 20 00 20 30 0 50 0905 MCU MT CUSTODIAL iS pea e 09 08 205 04 52 08 05 eir Hs 0905 TRD ROUTE DRIVE 1439 18 05 EG 0905 TRD ROUTE DRIVE 18 06 EXOD 229 0905 CUSTODIAL 09 10 2003 04 58 9 51005 3 00 0905 TRD ROUTE DRIVE SS 4 00 0905 TRD ROUTE DRIVE 18 SI TOURS 1 50 0905 MCU MT CUSTODIAL 6 DIOE 2 010 04 56 08 05 3 25 0905 TRD ROUTE DRIVE 14 43 18 04 20 0905 TRD ROUTE DRIVE 18 04 20 20 2 25 0905 MCU MT CUSTODIAL i Figure 152 Rated TimeCard
64. 6 0025 9999 0087 0023 0025 0036 lt ENTER gt FOR NEXT PAGE OR lt E gt TO END ENTER RESPONSE INQUIRY 3 lt lt lt lt lt lt lt lt lt lt lt lt lt SECURITY LEVELS MAINTENANCE 4 PL Pues PN Py PLY PL Ph Pa n E Figure 21 Adjustment Password Maintenance Display Passwords Sample REPORTS 5 lt lt lt lt lt lt lt lt lt lt lt lt If there are more password entries than can display on the screen you will be prompted lt ENTER gt FOR NEXT PAGE OR lt E gt TO END Press al and the next page of entries will display Press and you will return to the Security Password Maintenance Menu If there are no more password entries to display you will be prompted lt ENTER gt TO END Press 51 and you will return to Security Password Maintenance Menu Section 3 7 Adjustment Password Maintenance Print Purpose Menu Selection TM 01 14 5 Systems Design Inc TMS User Manual v1 2 Type ts tochoose Print Passwords To list the passwords on file for the TimeC ard System From the Security Password Maintenance Menu TM 01 14 The report will print on the specified printer and will return to the Security Password Maintenance Menu Page 22 September 24 2004 05 192003 11526840 SECURITY PASSWORD MAINTENANCE PAGE 1
65. 6 Y 24 00 Figure 66 Print Employee Master Short Sample Report Systems Design Inc Page 58 TMS II User Manual v1 2 September 24 2004 Chapter 4 File Maintenance Section 4 11 Print Employee Master Full Purpose To print a report listing all employee information Menu Selection From the TimeCard System Main Menu 01 07 1 9121 to choose TimeCard Maintenance Menu 2 Type z to choose Print Employee Master Full 3 You will be prompted for which printer to output the report WHICH PRINTER Press al and your default printer number will be displayed and used otherwise enter the number of the printer to receive the report 4 You will be asked to confirm the printer number to be used ARE YOU SURE Y N if your choice was correct other wise type NJ and you will be taken back to the Which Printer option 5 You will be asked which School s Campus s employees to list MAY 19 2003 EMPLOYEE TIME KEY BUILD TMS903w 20 ENTER SCHOOL PRINT Press Enter for A11 i Figure 67 Print Employee M aster Full School Selecti on You may enter a specific School ID to select only those employees assigned to the specific school or type 21 to list employees for all school 6 You will be asked which Department s employees to list ENTER DEPT NO TO PRINT Press Enter for A11 Figure 68 Print Employee Master Full Department Selectio
66. 8 14 33 12 46 14 17 dice f 8 00 ET 2 00 BITS ETS 5 8 00 GRS db os 8 00 6 75 1 00 40 00 00 00 00 00 00 5 00 00 00 00 50 50 00 00 00 00 0 00 0 00 0 00 SCHD OVER SCHD OVER A39 REG RATE A39 REG RATE A39 REG RATE A39 REG RATE A39 REG RATE A39 REG RATE A39 REG RATE A39 REG RATE A39 REG RATE A39 REG RATE 0 00 0 00 PAY PAY PAY PAY PAY PAY PAY PAY PAY PAY SCHD UNDER 0 00 SCHD UNDER 0 00 A39 REG RATE PAY A39 REG RATE PAY A39 REG WEEK 2 TOTALS 0001 DAILY TOTALS MOISE SBS 402125290 020 040 12 00 176121215 40 50 40 50 6 00 4 00 10 00 0 00 0 00 00 7 00 1 00 8 00 0 00 6 75 r25 8 00 0 00 621 1 00 MUSS 0 00 SICK CHILD 0 00 0 00 6 75 Ab 8 00 0 00 0 00 0 00 ENDS 0 00 En ao 0 00 7 00 1 00 8 00 0 00 67 2 00 p 0 00 ERTS 8 00 0 00 605 1215 8 00 0 00 spes 0 50 25 0 00 40 00 0 00 40 00 0 00 6 00 4 00 10 00 0 00 Figure 124 TimeCard Print Sample TimeCard Page 1 Systems Design Inc TMS II User Manual v1 2 50 50 00 00 SCHD OVER A39 REG RATE A39 REG RATE PAY PAY SCHD UNDER 0 00 Page 107 September 24 2004 DIEM 0 TimeCard II PAGE 2 TANE Be oR 541611 24 19 2003 05 07 EMPLOYEE NO 559437 SCHOOL 0041 EMPLOYEE NAME LOGAN OCTAVI
67. 9 Figure 127 Exception Time Report by Department No Employees in specified Department 110 Figure 128 Exception Time Report by Department Run Date 110 Figure 129 Exception Time Report by Department Period Start Date Entry 110 Figure 130 Exception Time Report by Department Period Stop 110 Figure 131 Exception Time Report by Department 111 Figure 132 Exception Time Report by Department Sample Report 111 Figure 133 TimeCar d Weekly Expense Reports Sub Menu 112 Figure 134 TimeCard Weekly Expense Report without Subtotals Entry Screen 113 Figure 135 TimeCar d Weekly Expense Report without Subtotals No Employees in specified Depart ment 114 Figure 136 TimeCard Weekly Expense Report without Subtotals Run Date Entry 114 Figure 137 TimeCard Weekly Expense Report without Subtotals Period Start Date Entry 114 Figure 138 TimeCard Weekly Expense Report without Subtotals Period Stop Date 115 Figure 139 TimeCard Weekly Expense Report without Subtotals Confirmation 115 Figure 140 TimeCard Weekly Expense Report without Subtotals Sample Report 116 Figure 141 TimeCard W
68. A SSN 2582155817 0016 PAYROLL PERIOD 03 01 2003 TO 03 28 2003 DIST NO 654321 CLOCK IN CLOCK OUT WORKED EXCESS DATE CAMPUS SEQ TIME SEQ TIME TIME ALLOW LUNCH SCHED EXCESS O TIME HO BALANCE BUDGET CODE OVERTIME BUDGET 03 18 2003 0001 010 05 54 020 12 00 6 00 6 00 A39 REG RATE PAY 0001 030 12 30 040 16 24 4 00 4 00 A39 REG RATE PAY DAILY TOTALS 10 00 0 00 0 00 10 00 0 00 0 00 0 00 0 00 2 0556 02067211010 6 00 6 00 A39 REG RATE PAY 0001 O s OMe 2230 040 16 34 4 25 4 25 A39 REG RATE PAY DAILY TOTALS 25 0 00 0 00 TARS 0 00 0 00 0 00 0 00 03 20 2003 0001 010 05 54 020 12 00 6 00 6 00 A39 REG RATE PAY 0001 030 12 30 040 16 25 4 00 Shes 02 5 A39 REG RATE PAY A39 REG RATE PAY DAILY TOTALS 10 00 0 00 0 00 STE 0 00 0225 0 00 0 00 032122003 02823 A Rey COURT RECEIPT 8 00 A30 REG RATE PAY DAILY TOTALS 0 00 0 00 0 00 0 00 0 00 0 00 8 00 0 00 A30 REG RATE PAY 0 00 0 00 0 00 0 00 8 00 0 00 SCHD OVER 0 00 SCHD UNDER 0 00 A39 REG RATE PAY A39 REG RATE PA 40 25 40 00 0 00 0 25 0 00 0 00 SCHD OVER 0 00 SCHD UNDER 0 00 WEEK 3 TOTALS 40 25 0 00 0 00 40 00 0 00 0 125 8 00 0 00 03 24 2003 0041 010 05 57 020 11 40 EIS A39 REG RATE PAY 0041 040 13 31 iss 9 DAILY TOTALS 7 00 0 00 0 00 7 00 0 00 0 00 0 00 0 00 OS 25 2 00 3 VOEN 01005257 020 12 46 600715 6 75 A39 REG RATE PAY 0041 030 13 14 040 14 13 1 00 1 00 A39 REG RATE PAY DAILY
69. A key 15 used by the computer to access a specific record It is the name or number by which a record is referenced when stored in a file such as a budget account code or employee number A character set that contains only numbers A unit ofinformation within a file or a collection of fields within a file that uniquely describes a single item such as Sam Smith s Employee Record or Invoice 302 Every record has a corresponding record number and is also referenced by a KEY Page 8 September 24 2004 Chapter 2 Setting up the TimeCard System Section 2 1 Overview This chapter contains information about setting up the Systems Design II System This chapter contains the options for setting the TimeCard options Use these options to control how the system operates The tasks discussed in this chapter are Overview ofthe setup and conversion process Maintain TimeCard Parameters to create modify and delete the TimeCard System parameters Password Files to password the system so only authorized persons can use it Section 2 2 TimeCard Parameter Maintenance This chapter instructs you on how to set up the parameters files for the TimeCard II System Please read this chapter carefully before setting up or changing any of the parameters The parameters are setup in the System Parameter File To access this you will enter Jm for System Maintenance at any Enter Menu Option prompt The followi
70. A01 AIDE SALARY 1 04 00 02 FRST 05 8 7500 062 11 12 2003 07 B02 SUMMER SCH 08 00 03 MDDL 09 10 5000 1 10 01 10 2000 11 A03 BUS DUTY REG 12 00 04 ADDRE 13 7 0000 14 01 01 2003 15 A98 STAFF MEETG 16 00 05 CITY 17 8 1000 1 18 02 20 2003 19 B89 HS VOE DRIVE 20 00 06 ZIP 21 0 0000 22 00 00 0000 23 1 1t 24 00 07 PHONE 25 0 0000 1 26 00 00 0000 27 1 28 00 08 soC SEC 29 0 0000 1 30 00 00 0000 31 ii 32 00 09 DIST EMP 33 0 0000 1 34 00 00 0000 35 1i 36 00 10 CAMPUS ID 37 0 0000 38 00 00 0000 39 t 1 40 00 11 DEPARTMEN 41 0 0000 42 00 00 0000 43 I It 1 44 00 12 CURR STAT 45 0 0000 46 00 00 0000 47 1t 1 48 00 13 ACTIVE Y 49 0 0000 1 50 00 00 0000 51 52 001 14 LUNCH FLA 53 0 0000 54 00 00 0000 55 dE 1 56 00 15 TEMP EMPL 57 0 0000 58 00 00 0000 59 1 60 001 61 0 0000 1 62 00 00 0000 63 1 64 00 ALL R Change Rat FIELD d dccecenecoooosoocoooocoeconadoocoonococoononcooooooonooodsaoocooscocoace t Figure 31 Employee Master Maintenance Rates amp Budget Codes To edit the Rates Dates Budget Codes or Scheduled Hours At the FIELD prompt you are prompted for the number of the field you wish to change Enter the number of the field a
71. A39 REG RATE PAY 03 07 03 010 05 57 020 12 49 030 13 19 040 14 19 BUDGET A39 REG RATE PAY BUDGET A39 REG RATE PAY 030 13 16 040 14 25 8 00 BUDGET A39 REG RATE PAY 010 05 57 013 09 15 lt Inserted Clock Out Transaction 8 00 BUDGET A39 REG RATE PAY 016 10 00 020 12 47 TOTAL DIST ID 654321 39 00 BUDGET A39 REG RATE PAY ENTER TO CONTINUE 030 13 16 040 14 20 BUDGET A39 REG RATE PAY 7 25 Inserted Clock In Transaction 010 05 56 020 12 47 BUDGET A39 REG RATE PAY 030 13 16 040 14 15 BUDGET A39 REG RATE PAY COPYRIGHT 2004 SYSTEMS DESIGN Figure 40 TimeCard Inquiry Sample Updated Inquiry with Budgetary Accounting Interface Section 4 5 Transaction File Maintenance Add Change Delete Purpose Systems Design Inc TMS User Manual v1 2 To add change delete or inquire TimeCard transaction in the Transaction File Exception time transactions are not accessed with this program See Sections 4 9 pg 50 4 17 pg 69 and 4 18 pg 71 for further information on Exception Time The inquiry feature is explained in Section 4 4 pg 36 Page 42 September 24 2004 Chapter 4 File Maintenance Menu Selection From the TimeCard System Main Menu 01 03 1 Jag to choose TimeCard Maintenance Menu 2 el to choose Transaction File Maintenance 3 The screen displays MAY 19 2003 EMPLOYEE TIMECARD TRANS MAINT 5010
72. ALLOWED 50 10 EMPLOYEE ID BASE 900000 11 BAC MASK 999 99 9999 99 999 9 99 9 12 SHOW RATES Y Y YES N NO A ASK 13 ALLOW INQ TMS120II Y 14 ALLOW INQ LOOKUP Y ALL OK YNCD COPYRIGHT 2004 SYSTEMS DESIGN Figure 11 TimeCard System Parameter Maintenance TimeCard II Codes The options control the way the TimeCard II System behaves Be sure you have a through understanding of the effects of changing an option before you change its value FIELD FORMAT 01 05 MILAGE 1 character 02 TRANSPORT 4 characters DEPT 03 BUDGET 1 character TRACKING Systems Design Inc TMS User Manual v1 2 EXPLANATION This option control whether the interface with the mileage tracking system is activated This is the Department Number associated with transportation employees who record their vehicle s mileage when they clock in or out This option controls whether Budget Accounting Codes are used for categorizing employee time Page 11 September 24 2004 04 AUTO OT 1 character TRACKING 05 SECURITY character Y indicates that the interface 1s active and will require Budget Accounting Codes N indicates that the interface 1s not active and will not use or accept Budget Accounting Codes This options controls whether the Default Overtime Accounts will be included in Budget Account Code File Maintenance Additionally this will control whether or not the Default Overtime Accounts from the
73. Change 1 If a transaction does not exist which matches the parameters you entered a message will display ERROR 05 TRANSACTION NOT ON FILE Figure 49 TimeCard Maintenance Transaction not on file and you will be taken back to Employee Number otherwise the Transaction Maintenance screen will display MAY 19 2003 EMPLOYEE TIMECARD TRANS MAINT CHANGE TMSO10II 21 EMPLOYEE NO 000559437 OCTAVIA LOGAN TRANS DATE 03 03 2003 SEQ NUMBER 010 01 HOUR 00 23 05 02 MINUTES 56 03 O OUT I IN O4 LOCATION CODE 0041 BERTA CABAZA JUNIOR HIGH O5 LUNCH FLAG Y O6 BUDGET CODE A39 REG RATE PAY 07 RATE 7 0000 1 ALL OK YNC COPYRIGHT 2004 SYSTEMS DESIGN Figure 50 TimeCard Maintenance Edit Transaction Screen Systems Design Inc TMS User Manual v1 2 See page 45 for explanations about the fields 2 After the record is displayed you will be at the ALL OK prompt If the entries are correct or no changes need to be made press v If you want to abandon the changes press tc for cancel If you want to change any of the fields press NJ and you will be prompted for the number of the field you wish to change Enter the number of the field and press You will be positioned at the field where you may enter the new value and press al to return you to the fieldnumber prompt Press al at the field number prompt when you have completed your changes You will then be retu
74. D 01620 0 9 E DAILY TOTALS 0041 DAILY TOTALS 559437 LOGAN TIME 05 56 1542180 OSs Dar 5 05 56 TIARE OTE i Pe FM A a OCTAVIA CLOCK OUT SEQ 020 040 020 040 020 040 020 040 TIME 350 5570 14 19 12 47 14 20 12 47 Tay ES 152249 TILAG 03 01 2003 TO 03 28 2003 TIME 7 00 1 00 6 25 1725 8 00 22 10 ALLOW 40 00 40 00 LUNCH Doky M oO 00 00 00 00 TimeCard TOLMCEG UM BCB 258s r558 T7 SCHOOL 0041 SSN 0016 DIST NO FF ROBE Doe gt mI SCHED EXCESS O TIME 0 00 00 00 00 co 654321 00 00 00 00 00 EXCESS BALANCE BUDGET CODE A39 REG RATE A39 REG RATE A39 REG RATE A39 REG RATE A39 REG RATE A39 REG RATE A30 REG RATE A39 REG RATE A39 REG RATE MAY PAY PAY PAY PAY PAY PAY PAY PAY PAY PAGE T 541611 24 OVERTIME BUDGET A30 REG RATE PAY A39 REG RATE PAY WEEK 1 TOTALS 010 0041 030 DAILY TOTALS IDEE 010 0041 030 DAILY TOTALS 03 12 2003 0041 010 0041 030 DAILY TOTALS 03 13 2003 0041 010 0041 030 DAILY TOTALS 03 14 2003 0041 010 0041 030 DAILY TOTALS erg 05 56 13 08 5115 6 5529118 05557 1527 05 56 2 020 040 020 040 020 040 020 040 12557 14 21 12 46 105505 12 4
75. Date Figure 98 Employee TimeCard Inquiry Period Stop Date Figure 99 Employee TimeCard Inquiry Confirmation 89 Figure 100 Employee TimeCard Inquiry Sample Inquiry without Budgetary Accounting I F 89 Figure 101 Employee TimeCard Inquiry Sample Inquiry with Budgetary Accounting Systems Design Inc Page iv TMS II User Manual v1 2 September 24 2004 Figure 102 TimeCard Audit Reports 92 Figure 103 TimeCard Audit Report without Budget Entry Screen 93 Figure 104 TimeCar d Audit Report without Budget No Employees in specified Department 94 Figure 105 TimeCard Audit Report without Budget Run Date Entry 94 Figure 106 TimeCard Audit Report without Budget Period Start Date Entry 94 Figure 107 TimeCard Audit Report without Budget Period Stop Date 94 Figure 108 TimeCard Audit Report without Budget Confirmation 95 Figure 109 TimeCard Audit Report without Budget Sample 96 Figure 110 TimeCard Audit Report with Budget Entry 5 97 Figure 111 TimeCard Audit Report with Budget No Employees in specified Department 98 Figure 112
76. Employee Number Transaction Date Transaction Code and Campus ID you will be given the option to create a new record DO YOU WISH TO ADD NEW RECORD Y N Figure 58 Exception Time Maintenance Add ition Confirmation Enter Vir you wish to create a new transaction and you will be given a screen with fields to create the transaction If you do not wish to create a Systems Design Inc Page 52 TMS II User Manual v1 2 September 24 2004 Chapter 4 File Maintenance new transaction enter NJ If a record exists matching the fields you entered it will be displayed and you will be taken to edit mode MAY 19 2003 TIMECARD EXCEPTION TIME MAINT TMS020w 20 i EMPLOYEE NO 000559437 OCTAVIA LOGAN TRANS DATE 03 21 2003 TRANS CODE J JURY DUTY LOCATION 0041 BERTA CABAZA JUNIOR HIGH 01 8 00 1 02 RATE 7 0000 03 DATE 07 08 2003 04 REASON COURT RECEIPT 05 BUDGET ACCOUNT CODE A03 BUS DUTY REG ALL OK YNC COPYRIGHT 2004 SYSTEMS DESIGN Figure 59 Exception Time Maintenance Edit Screen FIELD 01 02 DATE 04 REASON 05 BUDGET ACCOUNT CODE Systems Design Inc TMS User Manual v1 2 EXPLANATION The number of hours the employee is to be compensated The hourly rate for the employee Copied from Employee Master The effective date of the transaction This is usually the date the transaction was entered A des
77. Enter the Start Date MMDDYY of the week to be printed on the timecards Press 51 when you have entered all the week dates to print on the timecards 11 You will next be prompted for the End Date MMDDY Y of the week These two fields Start Date and End Date will be repeated allowing you to the enter the week date ranges for the period to be reported on Press 21 and date 6 days after the Start Date will automatically be used ie press 21 after entering a Start Date of 03 01 03 will give an End Date of 03 07 03 If you need to correct a Start Date and you are at the End Date field you may enter and you will be taken back to the Start Date field 12 After entering the date ranges to be printed on the timecards you will be asked to confirm your date entries by an ALL OK YNC prompt Type to verify your selection and the timecards will print otherwise type NJ to re enter the Department ID Enter tc to cancel this process of printing timecards Systems Design Inc Page 123 TMS II User Manual v1 2 September 24 2004 DEMO TimeCard II pU R So Se EMPLOYEE NO 644199 CAMPUS 0905 EMPLOYEE NAME REYNA MARIA J SSN 463 29 4132 1905 PAYROLL PERIOD 09 01 2003 TO 09 28 2003 F S NO 644199 MAY 19 PAGE 1 TMS413IIR 22 2003 05 59 PM CLOCK IN CLOCK OUT HOURS WKD OTH HRS SCHL BUDGET CODE 09 01 2003 8 00 0905 TRD ROUTE DRIVE 09 02 2003 04 57 08 03 3 00 090
78. I 25 i EMPLOYEE ID 01 CAMPUS ID 0001 SAN BENITO HIGH SCHOOL COPYRIGHT 2004 SYSTEMS DESIGN Figure 92 TimeCard Input Entry Screen 6 Enter the Employee ID to begin clocking the employee in or out You may enter and perform an Inquiry at this screen if this is allowed by the TimeCard System Parameter File see Section 2 ALLOW INQ TMS120II pg 14 You may enter 2 1 to perform employee lookup by name if this is allowed by the TimeCard System Parameter File see Section 14 ALLOW INQ LOOKUP pg 14 7 Enter the Employee Number and al for the employee you want to clock in or out The Employee Number identifies a record in the file Pressing 21 without entering an Employee Number will exit you Systems Design Inc Page 82 TMS II User Manual v1 2 September 24 2004 Chapter 5 TimeCard Input from this task Entering E will bring up an employee search window You will be promptedto enter Last Name Press without entering part of an employee name will exit you from the lookup After entering the last name information you will be prompted for the First Name You may enter none all or part of a first name to refine your search Press dl when you have entered the first name and the list of employees will display You may use the 1 aJ keys to move the cursor up and down in the list To select the highlighted employee press l To exit the lookup and not select a record press any
79. ID you entered Press al and the program will terminate Verify the Department ID you entered has employees assigned to it NO DATA EXTRACTED Figure 127 Exception Time Report by Department No Employees in specified Department 8 You will be prompted for the Run Date ENTER RUN DATE 1 i Figure 128 Exception Time Report by Department Run Date Entry Enter the Run Date MMDDY Y for the report Used for report headings only Pressing all without entering a Run Date will use the current system date 9 You will next be prompted for the Period Start Date PERIOD START DATE 1 Figure 129 Exception Time Report by Department Period Start Date Entry Enter the Start Date MMDDYY of the period you want to report Transactions before this date will not display After entering the Period Start Date the screen displays PERIOD STOP DATE 1 i Figure 130 Exception Time Report by Department Period Stop Date 10 Enter the Stop Date MM DDYY of the period you want to inquire Systems Design Inc Page 110 TMS II User Manual v1 2 September 24 2004 Transactions after this date will not disp lay After entry of the information you will be asked to confirm your entries MAY 19 2003 EMPLOYEE TIMECARD AUDIT REPORT TMS415 22 ENTER DISTRICT NUMBER 01 DEMO ENTER RUN DATE 05 19 2003 PERIOD START DATE 03 01 2003 PERIOD STOP DATE 03 28 2003 ALL OK YNC
80. K YTD HRS 00 05 0 0000 1 06 00 00 0000 07 1 I 03 EMP MDDL NAME 1 18 ALLOWABLE HRS 20 00 09 0 0000 1 10 00 00 0000 11 1 I 04 EMP ADDRESS 19 HOURS DATE 08 15 2002 13 0 0000 14 100 00 00001 15 1 05 EMP CITY STA 1 20 SICK ALLOW 00 17 0 0000 1 18 00 00 0000 19 1 I 06 EMP ZIP CODE 000000000 21 VAC ALLOW 00 4 17 0006 c 1 07 100000000001 22 SICK ACCUM 00 25 0 0000 26 100 00 00001 27 1 08 SOC SEC NO 654897456 23 VAC ACCUM 00 29 0 0000 1 30 00 00 0000 31 1 I 09 DIST EMP NO 000032646 24 LUNCH ALLOWED 00 33 0 0000 1 34 00 00 0000 35 1 I 10 CAMPUS ID 0041 25 THRESHOLD 40 00 37 0 0000 1 38 00 00 0000 39 11 1 11 DEPARTMENT 0016 26 EMPLOYEE TYPE 41 0 0000 1 42 00 00 0000 43 1 12 CURR STATUS I 45 0 0000 1 46 00 00 0000 47 1 I 13 Y 49 0 0000 1 50 00 00 0000 51 11 1 14 LUNCH FLAG Y 53 0 0000 1 54 00 00 0000 55 11 1 15 TEMP EMPL i1 57 0 0000 58 00 00 0000 59 11 1 61 0 0000 1 62 00 00 0000 63 1 I i d EOBCBRCODSM WES BD Ho Ug Eb 04 20 20 20 20 20 36 20 20 52 20 20 08 20 20 24 20 20 40 20 20 56 20 20 12 20 20 28 20 201 44 20 20 60 20 20 16 20 20 32 20 20 48 20 20 64 20 20 Figure 73 Print Employee Master Full Sample Report Section 4 12 Mass Set Transactio
81. MER SCH BOS SP ED DRIVER BO8 9TH SP ED B10 HS SP ED A39 REG RATE PAY She SSIS SSS SS SSS S555 5555 ALL OK FIELD 03 COPYRIGHT 2004 SYSTEMS DESIGN Figure 94 TimeCard Input Sample Bud get Account Code field change Systems Design Inc TMS II User Manual v1 2 Page 85 September 24 2004 Chapter 5 TimeCard Input Systems Design Inc Page 86 TMS II User Manual v1 2 September 24 2004 Chapter 6 Employee TimeCard Inquiry Section 6 1 Overview This chapter contains the instructions for performing an inquiry on employee s hours using the TimeCard II S ystem The tasks discussed in this chapter are How to perform an inquiry for an employee Section 6 2 TimeCard Inquiry Purpose To inquire an employee s time in the TimeC ard II System Menu Selection From the TimeCard System Main Menu TM 03 Al l Type oad to choose Employee TimeCard Inquiry 2 The screen displays MAY 19 2003 TIMECARD INQUIRY 530011 20 ENTER DISTRICT NUMBER 01 DEMO TimeCard II ENTER EMPLOYEE ID COPYRIGHT 2004 SYSTEMS DESIGN Figure 95 Employee TimeCard Inquiry Entry Screen 3 Enter the Employee Number and al for the employee you want to inquire The employee s name will display to the right Pressing al without entering an Employee Number will exit you from this task Systems Design Inc Page 87 TMS II User Manual v1 2 September 24 2004 Chapter 6
82. PASSWORD I 3 DELETE EXISTING PASSWORD 4 DISPLAY PASSWORDS fi 5 PRINT PASSWORDS 9 END I ENTER CODE Figure 15 Security Password Maintenance Menu 8 Enter the Number for the function you want to perform Enter 9 to exit this menu After entry of the information one of several things will occur depending which function you select Go to the appropriate step as noted Add Go to Section 3 3 pg 17 Change Go to Section 3 4 pg 19 Delete Go to Section 3 5 pg 20 Display Go to Section 3 6 pg 21 Print Go to Section 3 7 pg 22 Section 3 3 Adjustment Password Maintenance Add Purpose To add passwords for control of the system Menu Selection From the Security Password Maintenance Menu TM 01 14 TM 01 14 1 1 a to choose Add New Password 2 The screen displays SECURITY PASSWORD MAINTENANCE OPERATOR SECURITY LEVELS PASSWORD INITIALS DEPARTMENT INQUIRY MAINTENANCE REPORTS 1 2 3 4 5 Figure 16 Adjustment Password Maintenance Add Screen 3 Enter the password that you want to add If you press 21 without entering a password the task will terminate and return you to the Security Password Maintenance Menu Systems Design Inc Page 17 TMS II User Manual v1 2 September 24 2004 If the password 15 already on file the message displays ALREADY ON FILE PRESS ENTER Press to clear the message and you will be allowed
83. Print Sample Detailed TimeCard Page 1 EXCP REASON LABOR DAY HOLIDAY OT PAY 0 00 0 00 TOT PAY 441 00 49 50 Systems Design Inc TMS II User Ma nual v1 2 Page 124 September 24 2004 DEMO TimeCard II TODO EGCCOACRSOB So eg T4 UM EMPLOYEE NO 644199 CAMPUS 0905 EMPLOYEE NAME REYNA MARIA J SSN 463 29 4132 1905 PAYROLL PERIOD 09 01 2003 TO 09 28 2003 F S NO 644199 MAY PAGE 2 TMSA413IIR 22 20036 SSP Mi CLOCK IN CLOCK OUT HOURS WKD OTH HRS SCHL BUDGET CODE 09 12 2003 04 56 08 03 3 00 0905 TRD ROUTE DRIVE 14 38 T8709 rcs 0905 TRD ROUTE DRIVE dE 019 1055210103 10 14 14 26 4 25 0905 MCU MT CUSTODIAL WEEK 2 TOTALS 46 50 4 A ates TOTAL HOURS B 50 ee BDG DESCRIPTION RATE WRK HRS WRK EXT NON HRS REG HRS REG PAY OT HRS TRD ROUTE DRIVE 12 00 ISI 405 00 0 00 GEB 145 405 00 0 00 TOF MECH OFFICE 2 00 15 00 0 00 2 00 15 00 0 00 MCU MT CUSTODIAL 8 25 iara vss 88 69 0 00 AEQ e gs 88 69 0 00 Gries 46 50 508 69 0 00 46 50 508 69 0 00 09 5 2003 04 59 08 11 EIS 0905 TRD ROUTE DRIVE 15451351 TBO P B50 0905 TRD ROUTE DRIVE 18 08 TIFT 0 715 0905 CUSTODIAL Tes Oe x Di9 1 62 003 04 51 08 04 425 0905 TRD ROUTE DRIVE 14 29 85250 0905 TRD ROUTE DRIVE ENS 920852 SU 0905 MCU MT CUSTODIAL Ble Zee oS 2001 04 57 08 04 3 00 0905 TRD ROUTE DRIVE 14 39 a0 Seo 0905 TRD ROUTE DRIVE 18 10 20 30 dads 0905 MCU MT CUSTODIAL P 09
84. Print Sample Summary Figure 156 TimeCard Error Report Entry Screen Figure 157 TimeCard Error Report No Employees in specified Department Figure 158 TimeCard Error Report Run Date Entry Figure 159 TimeCard Error Report Period Start Date Entry Figure 160 TimeCard Error Report Period Stop Date Figure 161 TimeCard Error Report Confirmation Figure 162 TimeCard Error Report Sample Figure 163 TimeCard Campus Worked Summary Report Entry Screen Figure 164 TimeCard Campus Worked Summary Report Run Date Figure 165 TimeCard Campus Worked Summary Report Start Date Entry Figure 166 TimeCard Campus Worked Summary Report No TimeCard Entries for specified School Figure 167 Campus Worked Summary Report Sample Figure 168 Extract TimeCard to EDP P R School Selection Figure 169 Extract TimeCard to EDP P R Department Figure 170 Extract TimeCard to EDP P R Selection Confirmation Figure 171 TimeCard Print Selected Employees Entry S
85. R 00 23 2 digits 02 2 digits 03 1 character O4 LOCATION characters Systems Design Inc TMS User Manual v1 2 EXPLANATION The hour of the current transaction This is stored in 24 hour format Hours after 12 00 noon have 12 added to them Note the hour for Midnight is 0 Time Hour Time Hour Time Hour Time Hour 1 pm 13 4pm 16 7 pm 19 10 pm 22 2pm 14 5pm 17 8 pm 20 11 pm 23 3pm 15 6 pm 18 9 pm 21 12 pm 00 The minutes of the current transaction This must be in the range of 0 to 59 The type identifies the transaction type Indicates a Clock In transaction Indicates a Clock Out transaction The campus code for this transaction The name of the campus will be display to the right Page 45 September 24 2004 Chapter 4 File Maintenance O5ZLUNCH FLAG 06 BUDGET CODE 07 19 2003 EMPLOYEE TRANS DATE SEQ NUMBER 01 HOUR 00 23 16 02 5 03 O4 LOCATION CODE Q5 LUNCH FLAG Q6 BUDGET CODE 07 1 character This flag is retrieved automatically from the Employee Master This indicates if the employee clocks out for lunch or if a lunch period is automatically deducted from the employee s time See LUNCH FLAG on page 33 for further explanation 3 characters The Budget Accounting Code associated with this trans action 3 4 numeric The Pay Rate associated with this transaction This field is retrieved
86. S II User Manual v1 2 September 24 2004 Maintenance 1 character This field indicates if the user is authorized to perform maintenance for the Department Y User can perform maintenance N User 1s not allowed to perform maintenance Reports 1 character This field indicates 1f the user 1s authorized to perform reports for the Department Y User can perform reports N User 1s not allowed to perform reports Section 3 4 Adjustment Password Maintenance Change Purpose To change information related to a password for control of the system Menu Selection From the Security Password Maintenance Menu TM 01 14 TM 01 14 2 1 Type 2 to choose Change Existing Password 2 The screen displays SECURITY PASSWORD MAINTENANCE OPERATOR SECURITY LEVELS PASSWORD INITIALS DEPARTMENT INQUIRY MAINTENANCE REPORTS 1 2 3 4 5 Figure 17 Adjustment Password Maintenance Change Screen 3 Enter the password that you want to change related information for If you press al without entering a password the task will terminate and return you to the Security Password Maintenance Menu If the password is not on file the message displays PASSWORD NOT ON FILE PRESS lt ENTER gt Press to clear the message and you will be allowed to enter another pass word otherwise the record will display Systems Design Inc Page 19 TMS II User Manual v1 2 September 24 2004 SECURITY PASSWORD MAINTENANCE
87. Section 1 4 3 Passwords Systems Design Inc TMS User Manual v1 2 Each item on the TimeCard System menu can be protected to control access by pass words to keep unau thorized pers ons from using the options If your company wants to use passwords an authorized person or administrator can assign them Chapter 3 pg 15 discusses how to do this but the password section may have been removed from that chapter to keep the password procedures secure Not all of the options have passwords For example you might want to protect only the Maintenance and Reports option Thus anyone who runs the TimeCard II System could use the other main menu options However a few special options such as Employee Maintenance may have passwords even if none of the main menu options do Any time you select an option from a protected menu you are asked to Enter Password Type the password and il To keep the password secure it will not appear as you type it If the pass word is correct you will be allowed to continue If it is incorrect the system returns to the main menu You can try again if you had made a mistake Page 6 September 24 2004 Chapter 1 Information About The Time Card System If you forget the password see the TimeCard II system administrator Section 1 4 4 Printer Everyone using the TimeCard II System should have a printer where their reports are to print This printer indicates the printer to be used and the print
88. Short Purpose To print a report listing basic employee information Menu Selection From the TimeCard System Main Menu 01 06 1 to choose TimeCard Maintenance Menu 2 Type 10 1 to choose Print Employee Master Short 3 You will be prompted which printer to output the report WHICH PRINTER 1 5 al and your default printer number will be displayed and used otherwise enter the number of the printer to receive the report 4 You will be asked to confirm the printer number to be used ARE YOU SURE Y N if your choice was correct other wise type NJ and you will be taken back to the Which Printer option 5 You will be asked which School s Campus s employees to list MAY 19 2003 EMPLOYEE TIME KEY BUILD TMS905 20 ENTER SCHOOL PRINT Press Enter for A11 Figure 60 Print Employee Master Short School Selection You may enter a specific School ID to select only those employees assigned to the specific school or type al to list employees for all school 6 You will be asked which Department s employees to list Systems Design Inc Page 56 TMS II User Manual v1 2 September 24 2004 Chapter 4 File Maintenance ENTER DEPT NO TO PRINT Press Enter for A11 B Figure 61 Print Employee Master Short Department Selection You may enter a specific Department ID to select only those employees assigned to the spe
89. Systems Design Food Service Managem TimeCard System User Manual Systems Design Inc TimeCard System User Manual 2004 Systems Design Inc 3407 Saturn Road Corpus Christi TX 78413 1916 Phone 800 887 1828 Fax 361 851 2048 Table of Contents List PRL ee Chapter 1 Information about the TimeCard System 1 Section 1 T OVerVIeW dob eoe eaa ede eh deh 1 Section 1 2 Using this User s Guide t Section 1 2 1 2 Section 1 2 2 Symbols 41 2 Section 1 2 3 Characters Digits and Decimals 2 Section 1 3 Organization of this Guide 2 Section 1 4 Using the TimeCard System 2 4 1 eee COD PI EO 3 Section 1 4 2 Menus 4 Section 1 4 3 48 6 Section 1 4 4 Printer Ki 1 8 5 a bee IINE X GC xar 2 Chap ter 2 Setting up the TimeCard System
90. Use Screen This means you requested a record being edited by someone else Only one person can edit a record at a time The person who has the record locked is identified by USER ID which is their login ID Press al to retry retrieving the record You may break out of the record lock screen by pressing ceu You will then have the option to logout out of the system by press 2 or press a to return you to a menu If no records exists for the employee number you entered you will be prompted with DO YOU WANT TO ADD NEW EMPLOYEE Figure 29 Employee Master Maintenance New Employee Confirmation Enter to createa record for this employee otherwise enter NJ to enter a different Employee Number If you choose to create a new record a blank screen will be presented for you to fill in the information for each field If the record exists it will be displayed as shown below and you can edit or delete it as described below Systems Design Inc Page 30 TMS II User Manual v1 2 September 24 2004 Chapter 4 File Maintenance MAY 19 2003 EMPLOYEE MASTERFILE MAINTENANCE TMSOO5II 22 EMPLOYEE NO 000101741 01 LAST NAME SMITH 16 woRK CYCLE 02 FRST NAME LINDA 17 DOCK YTD HRS 00 1 03 MDDL NAME 1 18 ALLOWABLE HRS 0 04 ADDRESS 1810 SILVER SANDS DRIVE 1 19 HOURS DATE 10 10 2000 05 CITY STA CORPUS CHRISTI TX 1 20 SICK ALLOW 0 1 06 ZIP CODE
91. W RATES pg 14 Next you will be prompted whether you want Daily Totals to be printed by aPRINT DAILY TOTALS YN prompt Type Y to have the Page 99 September 24 2004 daily totals printed on the report otherwise type NJ to not print them 15 Next you will be prompted whether you want Budget Account Totals to be printed by a PRINT BUDGET ACCOUNT TOTALS YN prompt Type to the budget account totals printed on the report otherwise type NJ to not print them 16 Next if you answered Yes to the previous question PRINT BUDGET ACCOUNT TOTALS you will be prompted whether you want Weekly Budget Account Totals to be printed by a PRINT WEEKLY BUDGET ACCOUNT TOTALS YN prompt Type Y to have the weekly budget account totals printed on the report otherwise type NJ to not print them After entry of the information you will be asked to confirm your entries MAY 19 2003 EMPLOYEE TIMECARD AUDIT REPORT TMS40011 26 ENTER DISTRICT NUMBER 01 DEMO Timecard II ENTER RUN DATE 05 19 2003 WEEK 1 START DATE 03 01 2003 WEEK 1 STOP DATE 03 07 2003 WEEK 2 START DATE 7 PRINT RATES YN Y PRINT DAILY TOTALS YN Y PRINT BUDGET ACCOUNT TOTALS YN Y PRINT WEEKLY BUDGET ACCOUNT TOTALS YN Y ALL OK YNC COPYRIGHT 2004 SYSTEMS DESIGN Figure 114 TimeCard Audit Report with Budget Confirmation 17 If your want to change your choices enter iN and the selection will r
92. YEE TIMECARD TRANS MAINT ADD 501011 21 EMPLOYEE NO 000559437 OCTAVIA LOGAN TRANS DATE 03 03 2003 SEQ NUMBER 050 01 HOUR 00 23 16 02 MINUTES 00 03 O OUT I IN O4 LOCATION CODE 0041 BERTA CABAZA JUNIOR HIGH 05 LUNCH FLAG Y O6 BUDGET CODE A39 REG RATE PAY 07 RATE 7 0000 1 ALL OK YNC COPYRIGHT 2004 SYSTEMS DESIGN Figure 47 TimeCard Maintenance Completed New Transaction Entry 3 After storing the transaction you will be prompted with a message CURRENT STATUS IS CLOCKED IN CHANGE THIS STATUS Y N Figure 48 TimeCard Maintenance Update Clock In Out Status The prompt lets you know the current actual Clock In Out status for this employee from their Employee Master record and gives you the option of updating it Ifthe employee is gone for lunch or the day then it should indicate they are clocked out If they are on duty then it should indicate they are clocked Enter NJ if the status is correct and you don t want to changeit Enter if the status is incorrect and you want it to be updated accordingly You will only be asked this question once if you are entering a series of transactions for an employee update flag manually use Employee Master Maintenance Current Status on page 33 Systems Design Inc Page 47 TMS II User Manual v1 2 September 24 2004 Chapter 4 File Maintenance Section 4 7 Transaction File Maintenance
93. YSTEMS DESIGN Figure 157 TimeCard Error Report No Employees in specified Department 8 You will be prompted for the Run Date ENTER RUN DATE Figure 158 TimeCard Error Report Run Date Entry Enter the Run Date MMDDYY for the report Used for report headings only Pressing ll without entering a Run Date will use the current system date 9 You will next be prompted for the Period Start Date PERIOD START DATE B Figure 159 TimeCard Error Report Period Start Date Entry Enter the Start Date MMDDYY of the period you want to report Transactions before this date will not display Systems Design Inc Page 129 TMS II User Manual v1 2 September 24 2004 After entering the Period Start Date the screen displays PERIOD STOP DATE Figure 160 TimeCard Error Report Period Stop Date 10 Enter the Stop Date MM DDY Y of the period you want to inquire Transactions after this date will not display After entry of the information you will be asked to confirm your entries MAY 19 2003 EMPLOYEE TIMECARD ERROR REPORT TMS40211 21 ENTER DISTRICT NUMBER 01 DEMO TimeCard II ENTER RUN DATE 05 19 2003 PERIOD START DATE 03 01 2003 PERIOD STOP DATE 03 28 2003 ALL OK YNC COPYRIGHT 2004 SYSTEMS DESIGN Figure 161 TimeCard Error Report Confirmation 11 If your want to change your choices enter iN and the selection will restart atEnter Run Date Enter and
94. and for the Add Change Delete functions 5 Type CJ and the TimeCard Inquiry screen will display Systems Design Inc TMS User Manual v1 2 Page 37 September 24 2004 Chapter 4 File Maintenance MAY 19 2003 EMPLOYEE TIMECARD TRANS MAINT 501011 21 A ADD FUNCTION C CHANGE D DELETE I INQUIRY E RETURN TO DISTRICT OPTION COPYRIGHT 2004 SYSTEMS DESIGN Figure 33 TimeCard Maintenance TimeCard Inquiry 6 Enter the Employee Number and al for the employee you want to inquire Theemployee s name will display to the right Pressing 21 without entering an Employee Number will exit you from this task Entering J will bring up an employee search window You will be promptedto enter Last Name Press 51 without entering part of an employee name will exit you from the lookup After entering the last name information you will be prompted for the First Name You may enter none all or part of a first name to refine your search Press dl when you have entered the first name and the list of employees will display You may use the 1 and aJ keys to move the cursor up and down in the list To select the highlighted employee press Zl To exit the lookup and not select a record press any other key After entering an employee number the screen will display PERIOD START DATE 1 Figure 34 TimeCard Maintenance TimeCard Inquiry Period Start Date Enter the Start Date MMDDYY of the period y
95. and you will return to the ALL OK YNC prompt Page 66 September 24 2004 Chapter 4 File Maintenance DEMO TimeCard II PAGE 1 BUDGET CODES MASTERFILE AT 05 19 2003 DIST 01 TMS49411 22 MAY 19 2003 11 12 OEC DESC ACE ACT OT DSC eoe ESI 046 SUB TEACHER p OR e sala Sepak AN ATA OO tie fal eh e 068 SUB TEACHER 1 9 4156117 00 721 34 99 ES HUMAN RESOUR HEX Seo 29010 8 lle Bo LEE 931 01 AIDE SALARY WB7 OVERTIME PAY 0 BUS DUTY REG 484 3g T2900 9 aca cA A04 BUS DUTY REG B15 OT SP E DRIV 2A 2b P2900 8 03 24 A 05 EX EARNING S 199 32 61293 00 950 3 24 A A06 AIDE SALARY WC4 OVERTIME PAY 12 6128 00 04153 11 07 LIB SETUP w03 LIB SETUP 199 32 58128 00 9850 3 99 08 w88 OVERTIME PAY GT 629 E AGOA a A d ne A09 REG RATE PAY 11 280 241 602 9 008 0 0 8724 A12 EXTRA EARN aieo 62 alsa ce al ea aero She ga 13 AIDE SALARY A14 AIDE SALARY 501 go OT ESOS D MEET 15 128 TUTORIAL 1999717531227 1 7 pD60 939225 A16 AIDE SALARY 483 19 9 A 502 9 0004 9 GEO co A17 AIDE SALARY 06 O T EARNINGS DE QNO 18 AIDE SALARY w40 1975 nts SLs 122 139 92 S62 Qa ae
96. ard Maintenance Menu 2 Type De to choose Exception Time Posting 3 A sub menu displays MAY 19 2003 TIMECARD EXCEPTION TIME POSTING 5130 22 ENTER DISTRICT NUMBER 01 DEMO Timecard II 1 CREATE EXCEPTION TIME BY CAMPUS 2 CREATE EXCEPTION TIME BY INDIVIDUALS 99 END ENTER SELECTION COPYRIGHT 2004 SYSTEMS DESIGN Figure 80 Exception Time Posting Sub Menu 4 Type 0 1 to Create Exception Time by Campus and continue with Section 4 17 pg 69 Type ojj to Create Exception Time by Individuals and continue with Section 4 18 pg 71 Type to exit this task Systems Design Inc Page 68 TMS II User Manual v1 2 September 24 2004 Chapter 4 File Maintenance Section 4 17 Create Exception Time by Campus Purpose To add Exception TimeCard Transactions to the Transaction File for all employees based on their Campus Menu Selection From the TimeCard System Main Menu 01 16 01 1 Jc to choose TimeCard Maintenance Menu 2 Type to choose Exception Time Posting 3 Type to choose Create Exception Time by Campus 4 You will be asked to confirm your selection by an ALL OK YNC prompt Type to continue with your selection otherwise type NJ to exit this task 5 The screen displays MAY 19 2003 TIMECARD EXCEPTION TIME POSTING TMS130 22 ENTER CAMPUS TO PROCESS ALL COPYRIGHT 2004 SYSTEMS DESIGN Figure 81 Create Except
97. ate Entry Enter the Run Date MMDDY Y for the report Used for report headings only Pressing l without entering a Run Date will use the current system date 10 You will next be prompted for the Period Start Date PERIOD START DATE Figure 137 TimeCard Weekly Expense Report without Subtotals Period Start Date Entry Enter the Start Date MMDDYY of the period you want to report Transactions before this date will not display After entering the Period Start Date the screen displays Systems Design Inc Page 114 TMS II User Manual v1 2 September 24 2004 PERIOD STOP DATE 1 Figure 138 TimeCard Weekly Expense Report without Subtotals Period Stop Date 11 Enter the Stop Date MM DDY Y of the period you want to inquire Transactions after this date will not display After entry of the information you will be asked to confirm your entries MAY 19 2003 EMPLOYEE TIMECARD EXPENSE REPORT 540511 22 ENTER DISTRICT NUMBER 01 DEMO Timecard ENTER RUN DATE 05 19 2003 PERIOD START DATE 03 01 2003 PERIOD STOP DATE 03 07 2003 ALL OK YNC COPYRIGHT 2004 SYSTEMS DESIGN Figure 139 TimeCard Weekly Expense Report without Subtotals Confirmation 12 If your want to change your choices enter iN and the selection will restart atEnter Run Date Enter and the report will be produced Systems Design Inc Page 115 TMS II User Manual v1 2 September 24 2004
98. ay enter oon and you will be taken back to the Start Date field 10 After entering the date ranges to be printed on the timecards you will be asked to confirm your date entries by an ALL OK YNC prompt Type to verify your selection and the timecards will print otherwise type NJ to re enter the School ID Enter CJ to cancel this report Systems Design Inc Page 132 TMS II User Manual v1 2 September 24 2004 If you see a screen like the following it indicates that no TimeCard entries were found within the specified dates for the School ID you entered Press l and the program will terminate Verify the School ID you entered has employees working during the reporting time period TIMECARD EXTRACT FILE EMPTY Figure 166 TimeCard Campus Worked Summary Report No Time Card Entries for specified School Systems Design Inc Page 133 TMS II User Manual v1 2 September 24 2004 DEMO TimeCard II PAGE D TIMECARD CAMPUS WORKED SUMMARY REPORT AT 05 19 2003 CAMPUS 0115 TMS40411 22 MAY 19 2003 04 57 PM REPORTING PERIOD 03 01 2003 TO 03 28 2003 EMPL NO EMPLOYEE S NAME LEE ETE UE rcp tert EU EE Pin Ei Xo RBSPURI OON pep D cae DATE DESCR ACTUAL SCHED EXCESS nm SICK VAC HOL LWOP COMP DISC JURY NON W RETRO BEREV DOCK 117145 ALVAREZ PATRICIA 03 04 2003 SICK PAY 00 00 00 WEEK 1 TOTALS 00 00 00 00 00 00 00 00 00 00 00 00 00 00 PERIOD TOTAL 00 00 00 00 00 00 00 00 00
99. cific department or type al to list employees for all departments 7 You will be asked the order the employees are to be sorted ENTER SORT SEQUENCE ie S BY SCHOOL D BY Been SD BY SCHOOL DEPT DS BY DEPT SCHOOL Figure 62 Print Employee Master Short Sort Selection Entering 81 1 will sort the employees by School by Employee Name Last First Each School will start on a new page Entering will sort the enployees by Department by Employee Name Last First Each Department will start on a new page Entering ts will sort the employees by School by Department by Employee Name Last First Each School Department will Start on a new page Entering 515 will sort the employees by Department by School by Employee Name Last First Each Department School will Start on a new page 8 You will be asked if all your selections are correct ALL OK YNC Figure 63 Print Employee Master Short Selection Confirmation Entering v will proceed to the next option Entering Nj will take you back to the School Selection option Step 5 e Entering willcancel the report You will be prompted confirm your decision to cancel the repart Enter J to confirm the cancellation otherwise enter NJ and you will return to the Systems Design Inc Page 57 TMS II User Manual v1 2 September 24 2004 Chapter 4 File Maintenance ALL YNC prompt 9 You will be prom
100. creen Figure 172 TimeCard Extract Report Type 2 Sample Figure 173 TimeCard Extract Report Type 3 Sample Figure 174 TimeCard Extract Report Type 4 Sample Figure 175 System login screen Figure 176 System password 2 Figure 177 Work Location entry Figure 178 TimeCard Input Employee 1 Figure 179 TimeCard Input Invalid Employee ID Figure 180 TimeCard Input Entry Verification Figure 181 TimeCard Input Budget Account Code Systems Design Inc Page vi TMS II User Manual v1 2 September 24 2004 Chapter 1 Information about the TimeCard II System Section 1 1 Overview The Systems Design TimeCard system consists of the functions necessary to track the time worked for employees as well as non worked hours automatically catagorize those hours allow supervisory persomnel to check in realtime for up to the minute labor hours and costs for their departments produce audit reports timecards employee ID cards expense reports and error reports T
101. cription about the purpose or supporting documentation or other note about this transaction Reference use only The Budget Accounting Code associated with this transaction 8 After the record is displayed you will be at the ALL OK prompt If the entries are correct or no changes need to be made press t If you want to abandon the changes press tc for cancel If you want to change any of the fields press NJ and you willbe prompted for the number of the field you wish to change Enter the number of the field and press il You will be positioned at the field Page 53 September 24 2004 Chapter 4 File Maintenance where you may enter the new value and press 21 to return you to field number prompt Press al at the field number prompt when you have completed your changes You will then be returned to the All OK prompt where you may type J to keep the changes 9 To delete the record type o You will be asked to confirm your decision to delete the record At the ALL OK YN prompt type NJ to keep the record Ifyou sure you want to delete the record you can enter t v CAUTION Be sure you want to delete the record There is NO way to bring it back Systems Design Inc Page 54 TMS II User Manual v1 2 September 24 2004 Chapter 4 File Maintenance Systems Design Inc Page 55 TMS II User Manual v1 2 September 24 2004 Chapter 4 File Maintenance Section 4 10 Print Employee Master
102. ction 4 2 pg 26 If you want to import Employee Masters go to Section 4 22 pg 78 If you want to maintain Employee Masters go to Section 4 3 pg 29 If you want to produce reports or timecards go to chapter 7 pg 91 1 September 24 2004 Chapter 1 Information About The Time Card System If you need instructions for any of the TimeCard II tasks consult the Table of Contents Quick Reference or Index Some style conventions used in this guide are described next Section 1 2 1 Headings Headings are shown in the left margin of the pages Other information in the left margin include reminders hints and sub headings Symbols may appear as well Section 1 2 2 Symbols The hand points out important information and hints so you do not overlook them V This symbol signals CAUTION Cautions warn you of steps that may result in damage to your data or system if you do not follow them correctly Please heed all cautions Section 1 2 3 Characters Digits and Decimals Items that you must enter on the screen will be digits or characters For characters you can use any letter or number and this guide indicates the maximum number of characters you can enter A digit is strictly a number Items such as quantities are digits and this guide indicates the maximum number of digits that you can use When a number has decimals the number of digits and decimals allowed 1s shown in the form 4 2 In thi
103. ction File for a specific time period without Budget Account Codes Menu Selection From the TimeCard System Main Menu TM 04 01 01 1 Systems Design Inc TMS User Manual v1 2 Type Type Type oj 29 2 onl to choose TimeCard Reports Menu J to choose TimeCard Audit Reports Menu 1 to choose TimeCard Audit without Budget You will be prompted for which printer to output the report WHICH PRINTER 1 Press 21 and your default printer number will display and be used print the report otherwise enter the number of the printer to receive the Page 92 September 24 2004 report You will be asked to confirm the printer number to be used ARE YOU SURE Y N 1 Type if your choice was correct other wise type NJ and you will be taken back to the Which Printer option After entry of the printer number you will be asked which Department range of employees to list The screen displays MAY 19 2003 EMPLOYEE TIME KEY BUILD TMS900w 20 ENTER DEPT NO TO PRINT FROM Press Enter for A11 COPYRIGHT 2004 SYSTEMS DESIGN Figure 103 TimeCard Audit Report without Budget Entry Screen Systems Design Inc TMS II User Ma nual v1 2 Press 21 to select employees ALL Departments otherwise enter the desired starting Department ID You will then be prompted for the ending Department ID To print only the employees in one Department press J otherwi
104. d Maintenance Menu 2 Type oan to choose Employee Master Maintenance 3 The screen displays MAY 19 2003 EMPLOYEE MASTERFILE MAINTENANCE TMS00511 22 EMPLOYEE NO x wx Figure 27 Employee Master Maintenance Employee Number Entry Screen 4 Enter the Employee Number and 21 for the record you want to create edit or delete The Employee Number identifies a record in the file Pressing 21 without entering an Employee Number will exit you from this task Entering Gal will bring up an employee search window You will be prompted to enter Last Name Press without entering part of an employee name will exit you from the lookup After entering the last name information you will be prompted for the First Name You may enter none all or part of a first name to refine your search Press IJ when you have entered the first name and the list of employees will display You may use the a and 1 keys to move the cursor up and down the list To select the highlighted employee press Jl To exit the lookup and not select a record press any other key If you see a screen similar to Systems Design Inc Page 29 TMS II User Manual v1 2 September 24 2004 Chapter 4 File Maintenance RECORD IN USE FILE NAME EMOO5MST PROCESS ID 0022344 Press Enter Retry USER ID rkmtms Press lt CTRL gt To Abort Figure 28 Employee Master Maintenance Record In
105. dicator of the type of entry I Indicates this is a clock in entry O Indicates this is a clock out entry This entry is automatically determined based on the Curr Status field in the Employee Master see page 33 If an incorrect status appears this usually indicates an employee forgot to clock in or out Check the transaction through an inquiry and compare the last entry against the Employee Master This code controls how the expense is to be allocated with this time entry See 4 2 pg 26 Budget Code Master Maintenance This field is only shown for Clock In entries If the field is selected to edit a list of the Budget Accounting Codes from the Employee s Master will be displayed on the right See Figure 94 The appropriate code may be selected by using the arrow keys to move up or down through the list Press E to select the desired Budget Code This field is only available if Budget Tracking is enabled See Budget Tracking in Section 2 2 pg 11 Systems Design Inc TMS II User Manual v1 2 Page 84 September 24 2004 Chapter 5 TimeCard Input MAY 19 2003 05 36 TIMECARD INPUT 512011 25 EMPLOYEE ID 559437 OCTAVIA LOGAN 01 CAMPUS ID 0001 SAN BENITO HIGH SCHOOL BUDGET CODE Suidam DATE MAY 19 2003 A03 BUS DUTY REG A07 LIB SETUP TIME 05 36 AM A57 EXTRA DAYS A72 TECHNOLOGY 02 STATUS I CLOCK IN A77 BUS MONITOR PEIMS CLERK 03 BUDGET ACCOUNT CODE B02 SUM
106. e Rate Change Date Budget Acct Code Scheduled Hours payroll system will pay the base salary plus 5 hours The extra hours will be associated with the Extra Pay Account specified in the Budget Account Master If no code is specified the hours will be associated with the Budget Account Code Scenario 3 The employee works 45 00 hours 3 4 numeric 6 digits 3 characters 2 2 numeric 10 hours of Excess time and 5 hours of overtime will be reported to the payroll system since he worked more hours than his salary requires 45 total hours worked 40 hours OT Threshold 5 hours overtime 40 regular hours worked 30 hours Allow Hours 10 hours Excess time The payroll system will pay his base salary plus 5 hours overtime plus 10 excess hours at the hourly rate The hourly rate for this employee for time associated with the Budget Account Code The first rate Field 01 is the default rate If an Hourly Rate 1s not specified for a Budget Accounting Code then the first rate will be used for all calculations Date the Hourly Rate field was last changed A Budget Account Code authorized for this employee The number of hours the employee is scheduled to work for the Budget Acct Code This field causes the SCHEDULED HOURS OVER AND UNDER to print on the timecard This field OVERRIDES the Allowable Hours pg 34 for the employee Section 4 4 Transaction File Maintenance Inquir
107. e instructions for clocking in and out of the TimeCard II System The tasks discussed in this chapter are How to enter and exit from TimeCard Input How to Clock In and Clock Out of the system Section 5 2 TimeCard Input Purpose To Clock In and Clock Out of the TimeCard II System Menu Selection From the TimeCard System Main Menu TM 02 1 Type ofa to choose TimeCard Input 2 The screen displays MAY 19 2003 TIMECARD II INPUT 512011 25 ENTER DISTRICT NUMBER 01 DEMO Timecard ENTER WORK LOCATION COPYRIGHT 2004 SYSTEMS DESIGN Figure 91 TimeCard Input Work Location Entry Screen 3 Enter the Work Location Campus ID for the location you are going to enter TimeCard Transactions and press The Campus Description will display to the right for verification If an invalid Work Location is entered the message CAMPUS NOT Systems Design Inc Page 81 TMS II User Manual v1 2 September 24 2004 Chapter 5 TimeCard Input ON FILE displays Campus IDs are set up in the Food Service System FS 01 03 4 After entry of the Work Location an ALL OK CYNC prompt displays If the Work Location is correct press tv Continue with Step 5 If you want to change the Work Location press NJ and you will be taken back to the Work Location field If you want to abandon entering TimeCard entries press 5 The screen displays MAY 19 2003 11 35 TIMECARD II INPUT TMS1201
108. eekly Expense Report with Subtotals Entry 117 Figure 142 TimeCard Weekly Expense Report with Subtotals No Employees in specified school Department 2 52 Gad fee wea ee ek AH ERRARE EUER YR RA 118 Figure 143 TimeCard Weekly Expense Report with Subtotals Run Date Entry 118 Figure 144 TimeCard Weekly Expense Report with Subtotals Period Start Date Entry 119 Figure 145 TimeCard Weekly Expense Report with Subtotals Period Stop Date 119 Figure 146 TimeCard Weekly Expense Report with Subtotals Confirmation 119 Figure 147 TimeCard Weekly Expense Report with Subtotals Sample Report 120 Figure 148 Rated TimeCard Print 121 Figure 149 Rated TimeCard Print No Employees in specified Department 122 Figure 150 Rated TimeCard Print Entry 122 Systems Design Inc Page v TMS II User Manual v1 2 September 24 2004 Figure 151 Rated TimeCard Print Start Date Figure 152 Rated TimeCard Print Sample Detailed TimeCard Page 1 Figure 153 Rated TimeCard Print Sample Detailed TimeCard 2 Figure 154 Rated TimeCard Print Sample Detailed TimeCard 3 Figure 155 Rated TimeCard
109. eference Only Employee s Zip Code Reference Only Employee s Telephone Number Reference Only Employee s Social Security Number Reference Only Employee s District Employee Number This number is used when mterfacing to other payroll systems Employee s Primary Campus ID Used for ordering employees Employee s Primary Department Number Used for ordering employees Employee s Current TimeCard Status I indicates the employee is currently clocked in indicates the employee is currently clocked out Employee s TimeCard Access Status Y indicates the employee is allowed to use the TimeCard System N indicates the employee is not allowed to use the TimeCard System Employee s Lunch Clock Out flag Y indicates the employee clocks out during lunch N indicates the employee does not clock out during lunch The time specified in Lunch Allowed will be automatically deducted from this employee s daily hours Employee s Temporary Status Reference Only Y indicates the employee is a temporary employee Page 33 September 24 2004 Chapter 4 File Maintenance Work Cycle Dock YTD Hrs Allowable Hrs Hours Date Sick Allow Vac Allow Sick Accum Vac Accum Systems Design Inc TMS II User Manual v1 2 1 character 3 2 numeric 3 2 numeric 6 digits 3 2 numeric 3 2 numeric 3 2 numeric 3 2 numeric N indicates the employee is not a tempora
110. er 24 2004 Figure 50 TimeCard Maintenance Edit Transaction Screen Figure 51 TimeCard Maintenance Update Clock In Out Status Figure 52 TimeCard Maintenance Next Transaction Figure 53 TimeCard Maintenance Transaction not on Figure 54 TimeCard Maintenance Delete Transaction Screen Figure 55 TimeCard Maintenance Delete Transaction confirmation Figure 56 Exception Time Maintenance Entry Screen Figure 57 Exception Transaction Codes Figure 58 Exception Time Maintenance Addition Confirmation Figure 59 Exception Time Maintenance Edit Screen Figure 60 Print Employee Master Short School Selection Figure 61 Print Employee Master Short Department Selection Figure 62 Print Employee Master Short Sort Selection Figure 63 Print Employee Master Short Selection Confirmation Figure 64 Print Employee Master Short Run Date Figure 65 Print Employee Master Short Selection Confirmation Figure
111. er Selection Figure 6 Printer Selection Confirmation Figure 7 System Maintenance Menu Figure 8 TimeCard System Parameter Maintenance District Selection Figure 9 TimeCard System Parameter Maintenance Menu Figure 10 TimeCard System Parameter Maintenance TimeCard II Codes Addition Confirmation Figure 11 TimeCard System Parameter Maintenance TimeCard II Codes Figure 12 Adjustment Password Maintenance Enter Password Figure 13 Adjustment Password Maintenance Enter Security Access Code Figure 14 Adjustment Password Maintenance Security Access Error Figure 15 Security Password Maintenance Menu Figure 16 Adjustment Password Maintenance Add Screen Figure 17 Adjustment Password Maintenance Change Screen Figure 18 Adjustment Pas sword Maintenance Change Screen Sample Figure 19 Adjustment Password Maintenance Delete Screen Figure 20 Adjustment Pas sword Maintenance Delete Screen Sample Figure 21 Adjustment Pas sword Maintenance Display Passwords S ample Figure 22 Adjustment Password Maintenance Print Sample Report Figure 23 Budget Account Code Maintenance Account Code Entry Screen Figure 24 Budget Account C ode Maintenance Record In Use Screen Figure 25 Budget Account Code Maintenance New Account Confirmation Figure 26 Budget Account Code Maintenance Edit Screen Figure 27 Employee Master Maintenance Employee Number Entry Screen Figure 28 Employee Master Maintenance Rec
112. esign Inc TMS II User Manual v1 2 Page 89 September 24 2004 Chapter 6 Employee TimeCard Inquiry MAY 19 2003 TIMECARD INQUIRY TMS30011 20 7 REPORTING PERIOD 03 01 2003 TO 03 07 2003 DEPT 0016 1 DATE SEQ 03 03 03 010 030 03 04 03 010 030 03 05 03 010 030 Figure 101 Employee TimeCard Inquiry Sample Inquiry with Budgetary Accounting VF Systems Design Inc TMS II User Manual v1 2 IN 05 56 BUDGET 13 19 BUDGET 05 57 BUDGET 13 16 BUDGET 05 56 BUDGET 13 16 BUDGET 559437 LOGAN OCTAVIA SEQ OUT 020 12 50 A39 REG 040 14 19 A39 REG 020 12 47 A39 REG 040 14 20 A39 REG 020 12 47 A39 REG 040 14 15 A39 REG COPYRIGHT 2004 SYSTEMS DESIGN 0041 SICK PAY RATE PAY 03 07 03 010 05 57 020 12 49 A39 REG RATE PAY 030 13 16 040 14 25 BUDGET A39 REG RATE PAY 8 00 TOTAL DIST ID ENTER TO CONTINUE TIME 8 00 39 75 For an explanation of the fields see the Field Explanation on page 40 Page 90 September 24 2004 Chapter 7 TimeCard Reports Section 7 1 Overview This chapter contains the options for producing reports from the TimeCard I System These reports are designed to be tools for your managers in allocating the resources of their pers onnel The tasks discussed in this chapter are e TimeCard Audit Reports with and without Budget Account Codes TimeCard Input Report Summary TimeCard Print by Em
113. estart atEnter Run Date Enter and the report will be produced Systems Design Inc Page 100 TMS II User Manual v1 2 September 24 2004 DEMO TimeCard II PAGE a TIMECARD AUDIT REPORT AT 05 19 2003 540011 26 REPORTING PERIOD 03 01 2003 TO 03 07 2003 MAY 19 2003 03 30 PM F S ID EMPLOYEE NAME ACTUAL WORKED SEDAT gt EXCESS DATE SEQ IN SEQ OUT TIME RATE ALLOWED LUNCH SCHEDULED EXCESS OVERTIME BAC EXCP BALANCE OVER UNDER 100387 GALLEGOS DIANE 03 03 2003 010 192 Vp 10200 2582 030 13 03 040 13 46 0 72 0972 DAILY TOTALS 3 00 40 00 0 00 3 00 0 00 0 00 0 00 0 00 03 04 2003 010 10 19 020 1228 508 A39 0 00 030 13 02 040 13 43 0 68 A39 0 00 0 68 DAILY TOTALS 3 00 0 00 0 00 3 00 0 00 0 00 0 00 0 00 03 05 2003 010 LOSTE foe 12 34 Zn 703 0 0 00 ERN 030 13 03 040 13 42 0 65 A39 0 00 0 65 DAILY TOTALS 3 00 0 00 0 00 322010 0 00 0 00 0 00 0 00 CLA gres 22530 21230 030 13 02 040 570 0 48 IN SONORO 0 48 DAILY TOTALS DNI 0 00 0 00 Bs WS 0 00 0 00 0 00 0 00 03 07 2003 010 70200 4222242 2 43 AS Fe 000 2 43 030 13 04 040 13 42 0 63 A39 0 00 0 63 DAILY TOTALS 3 00 0 00 0 00 37200 0 00 0 00 0 00 0 00 A39 REG RATE PAY 14 75 14 75 0 00 0 00 0 00 0 00 0 00 0 00 WEEK 1 TOTALS 14 75 40 00 0 00 14 75 0 00 0 00 0 00 0 00 A39 REG RATE PAY 14 75 14 75 0 00 0 00 0 00 0 00 0 00 0 00
114. g you to the enter the week date ranges for the period to be reported on Press al and the date 6 days after the Start Date will automatically be used ie press l after entering a Start Date of 03 01 03 will give an End Date of 03 07 03 If you need to correct a Start Date and you are at the End Date field you EUR may enter e and you will be taken back to the Start Date field Afte entering the date ranges to be reported you will be asked to confirm your date entries by an ALL OK YNC prompt Type Ito verify your selection and proceed with preparing the interface files otherwise type iN to re enter starting with the Week 1 Start Date Enter tc to cancel this process Note that NO report is produced Section 7 14 Print TimeCard Extract Purpose To produce a hard copy of the extract files that were prepared for export to the EDP Payroll system Menu Selection From the TimeCard System Main Menu TM 04 17 1 2 Type ofa tochoose TimeCard Reports Menu Type ay tochoose Print TimeCard Extract You will NOT be prompted for which printer to output the report During installation of your system the printer was preset Ifthe printer number is no longer appropriate then contact Systems Design and request it be changed After selection of the menu item the report will be produced Systems Design Inc TMS User Manual v1 2 Page 137 September 24 2004 332419 332419 102648 102648 1
115. gg A19 REG EX EARN wos O T EARNINGS eis OO al aa Ae A20 AIDE SALARY w40 Oye SLs 122 224 11 6129 00 042 3 23 A 21 AIDE SALARY 1989 231 5125 00 109 53799 A A22 AIDE SALARY W13 OVERTIME PAY de eat the Oe OAc 5 A23 AIDE SALARY WJl OVERTIME PAY T99 1 5128 0020106 3 24 A A24 AIDE SALARY WEQ OVERTIME PAY Poet els 25 AIDE SALARY wcs OVERTIME PAY 199 11 5125 00 04223 24 A A26 AIDE SALARY WG5 OVERTIME PAY 199 12 6129 0D 041 3 24 1I A27 LIBRARY REG w87 LIBRARY OST Ay mat A28 AIDE SALARY Zhe os A 29 AIDE SALARY 99 41 6200 BIDHI 3 997 A30 REG RATE PAY 68 OT 199 41 6129 00 716 3 99 A A31 REG RATE PAY 58 OVERTIME 139 31 6129 00 042 3 24 A A32 AIDE SALARY W57 OVERTIME PAY AIDE SALARY pog ona e ar A34 AIDE SALARY aeneo 1010 4203002 IBS VG IDEO TE S MEO A35 REG EX EARN wo6 O T EARNINGS A36 REG RATE OT 79 OVERTIME PAY oS Gelli Ose aaa A37 EX REG RATE E36 EXTRA DAYS 199 11 6129 00 103 3 24 N A38 AIDE SALARY W29 OVERTIME PAY DING S662 DOC Ob Oe A39 REG RATE PAY 7955 4 5129 00 899 3 99 A 40 EARNINGS 422 00 41 STAFF MEETG T99 2 3 6 29 0051 0943 99 2 A42 AIDE SALARY W13 OVERTIME PAY DEM uS 004 Ls Sebbene A43 AIDE SALARY WF3 OVERTIME PAY T9923 S12 8 00 04 13 01 2 A44 AIDE SALARY WC6 OVERTIME PAY
116. gh you may not plan to print the reports it is necessary for you to enter the printer number sure to select a printer in a secure location so unauthorized people do not have access to the report 4 You will be asked to confirm the printer number to be used ARE YOU SURE Y N 1 if your choice was correct other wise type NJ and you will be taken back to the Which Printer option 5 You will be prompted to enter your pas sword ENTER PASSWORD Figure 12 Adjustment Password Maintenance Enter Password Enter the password provided to you and press all Entering an invalid password will terminate this task 6 You will be prompted to enter your Security Access Code Enter Security Access Code eee Figure 13 Adjustment Password Maintenance Enter Security Access Code Enter the Security Access Code provided to you and press dl Entering an invalid Security Access Code will report Security Access Error_ Figure 14 Adjustment Password Maintenance Security Access Error If you received this error press l to clear the error and you will be prompted to reenter your Security Access Code 7 After entry of a valid Password and Security Access Code you will be presented with the Security Password Maintenance menu Systems Design Inc Page 16 TMS II User Manual v1 2 September 24 2004 SECURITY PASSWORD MAINTENANCE i 1 ADD NEW PASSWORD 2 CHANGE EXISTING
117. he system has options to interface with other payroll accounting systems The functions of the TimeCard System are Maintain employee account masters with support for multiple Budget Accounting Codes Provide an interface for employees to clock in andout Both dedicated as well as via the Food Service system Print EmployeeID cards Print Employee timecards with selection by Campus Department or Selected Employees Provide Supervisor Audit Expense Error reports Maintain timecard history Allow entry of exception non worked time Jury Duty Vacation Personal Leave etc The User Manual will provide complete instructions on the usage and operation of this system Section 1 2 Using this User s Guide Systems Design Inc TMS II User Ma nual v1 2 This user s guide describes how to use the TimeCard II System which includes both technical and general tasks The more technical tasks assume some in depth knowledge of the system Every step has been taken to tell you exactly what values you should use If this is your first time using the TimeCard II system or this guide please read the rest of this chapter carefully If the TimeCard Parameters file has not been setup you must do so before you can begin using the system See Chapter 2 pg 9 to setup this record If you want to import Budget Accounting codes go to Section 4 21 pg 77 If you want to maintain Budget Accounting codes go to Se
118. igure 163 TimeCard Campus Worked Summary Report Entry Screen You must enter a specific School ID to report the hours worked at that location Systems Design Inc Page 131 TMS II User Manual v1 2 September 24 2004 See Campus ID in Employee File Maintenance on page 33 6 You will be prompted for the Run Date ENTER RUN DATE 1 Figure 164 TimeCard Campus Worked Summary Report Run Date Entry Enter the Run Date MMDDY Y for the report Used for report headings only Pressing 21 without entering Run Date will use the current system date 7 You will be asked for the start and end dates of the weeks to print for the timecards The screen displays WEEK 1 START DATE 1 Figure 165 TimeCard Campus Worked Summary Report Start Date Entry The following two fields can be repeated up to 8 times 8 Enter the Start Date MMDDYY of the week to be printed on the timecards Press l when you have entered all the week dates to print on the timecards 9 You will next be prompted for the End Date MMDDYY of the week These two fields Start Date and End Date will be repeated allowing you to the enter the week date ranges for the period to be reported on Press al and the date 6 days after the Start Date will automatically be used ie press 51 after entering a Start Date of 03 01 03 will give an End Date of 03 07 03 If you need to correct a Start Date and you are at the End Date field you m
119. in the Allowable Hours in their Employee Master See page 34 Enter the exception reason This is a description about the purpose or supporting documentation or other note about this transaction Reference use only After entry of the above fields an ALL OK CYNC prompt displays If the entries are correct press and the program will create the transactions If you want to change any of the fields press NJ and you will be prompted for the field number to change If you want to abort the task press tc and you will be returned to the menu Page 70 September 24 2004 Chapter 4 File Maintenance If you see a message such as the following this indicates that a transaction already exists for this employee with the same date exception code and campus duplicate transaction will NOT be created Press 21 and processing will continue with the next employee ERROR 08 RECORD NOT UPDATED PRESS lt ENTER gt TO CONTINUE Section 4 18 Create Exception Time by Individuals Purpose To add Exception TimeCard Transactions to the Transaction File for specific employees Menu Selection From the TimeCard System Main Menu TM 01 16 02 1 Type oad to choose TimeCard Maintenance Menu 2 oor to choose Exception Time Posting 3 ojj to choose Create Exception Time by Individuals 4 You will be asked to confirm your selection by an ALL OK CYNC prompt Type to continue wi
120. ion Time by Campus Campus Selection Systems Design Inc TMS II User Manual v1 2 Type ll to select employees for ALL Campuses otherwise enter the Campus ID and press E to select a specific Campus You will be asked to confirm your Campus selection by an ALL OK YNC prompt Type to verify your selection otherwise type NJ to re enter the Campus The screen displays Page 69 September 24 2004 Chapter 4 File Maintenance MAY 19 2003 5130 22 N TIMECARD EXCEPTION TIME POSTING ENTER ENTER ENTER ENTER zero ENTER TRANSACTION DATE MMDDYY EFFECTIVE DATE MMDDYY EXCEPTION CODE EXCEPTION TIME 000 00 for scheduled hours EXCEPTION REASON COPYRIGHT 2004 SYSTEMS DESIGN Figure 82 Create Exception Time by Campus Entry Screen Systems Design Inc TMS User Manual v1 2 10 11 12 13 14 Enter the Transaction Date MMDDYY for these Transactions This is the date the employees are being paid for Enter the Effective Date MMDDYY for these Transactions This is usually the date the transaction was entered Enter the Exception Code for these Transactions See Exception Transaction Codes on page 52 Press al or a list of the current Exception Transactions Codes will display on the right side of the screen Enter the number of hours the employees are to be paid Enter zero and the employees will be paid the number of hours
121. ired Department ID and press 21 to limit the report to only those employees assigned to that specific Department Systems Design Inc Page 97 TMS II User Manual v1 2 September 24 2004 See Department in Employee File Maintenance on page 33 8 You will be asked to confirm your Department selection by an ALL OK CYNC prompt Type to verify your selection otherwise type NJ to re enter the Department ID If you see a screen like the following it indicates that no employees were found for the Department ID you entered Press al and the program will terminate Verify the Department ID you entered has employees assigned to it MAY 19 2003 EMPLOYEE TIMECARD AUDIT REPORT 540011 26 i ENTER DISTRICT NUMBER 01 DEMO Timecard II NO DATA EXTRACTED COPYRIGHT 2004 SYSTEMS DESIGN Figure 111 TimeCard Audit Report with Budget No Employees in specified Department 9 You will be prompted for the Run Date ENTER RUN DATE Figure 112 TimeCard Audit Report with Budget Run Date Entry Systems Design Inc TMS II User Ma nual v1 2 Enter the Run Date MMDDY Y for the report Used for report headings only Pressing ll without entering a Run Date will use the current system date 10 You will next be asked for the start and end dates of the weeks to print for the TimeCard Audit Report The screen displays Page 98 September 24 2004 19 2003 EMPLOYEE TIMECARD AUDIT REPORT 540011
122. ll be asked to confirm your selections by an ALL OK YNC prompt Type to verify your selections otherwise type NJ to re enter your Selections If you see a screen like the following it indicates that no employees were found matching the options you specified Press al and the program will terminate Verify the School and Department IDs you entered has employees assigned to them MAY 19 2003 EMPLOYEE TIMECARD PRINT 541411 20 ENTER DISTRICT NUMBER 01 DEMO Timecard NO DATA EXTRACTED COPYRIGHT 2001 SYSTEMS DESIGN Figure 120 TimeCard Print by School by Department No Employees in specified School Department 11 If you selected to print timecards for individuals you will be prompted to enter the Employee No EMPLOYEE NO a Figure 121 TimeCard Print Employee No Entry Screen After entering the Employee Number the name will display on the screen for verification If you enter an invalid Employee Number the screen will display EMPLOYEE NOT ON FILE Continue entering the Employee Numbers that you want to print Systems Design Inc Page 104 TMS II User Manual v1 2 September 24 2004 12 19 2003 ENTER DISTRICT NUMBER 01 WEEK 1 START DATE timecards When you are finished press l You will be asked for the start and end dates of the weeks to print for the timecards The screen displays EMPLOYEE TIMECARD PRINT 541611 24 DEMO Timecard II 5 1 COPYRIGHT 2004
123. ll be prompted for the number of the field you wish to change Enter 21 1 and list of Budget Accounting Codes from the Employee s Master will be displayed on the right The appropriate code may be selected by using the arrow keys to move up or down through the list Press 2 to select the desired Budget Code Systems Design Inc Page 143 TMS II User Manual v1 2 September 24 2004 19 2003 07 10 TIMECARD II INPUT 512011 25 EMPLOYEE ID 101741 LINDA SMITH hi 01 ID 0001 SAN BENITO HIGH SCHOOL BUDGET CODE CHOICES DATE sEP 17 2004 A01 AIDE SALARY B02 SUMMER SCH TIME 07 10 AM A03 BUS DUTY REG 98 STAFF MEETG 02 STATUS I CLOCK IN B89 HS VOE DRIVE 03 BUDGET ACCOUNT CODE i ALL N FIELD 03 COPYRIGHT 2004 SYSTEMS DESIGN Figure 181 TimeCard Input Budget Account Code Entry Select the appropriate Budget Account Code and you will be taken back to the FIELD prompt Press al and you will be returned to the ALL OK YNC prompt Systems Design Inc Page 144 TMS II User Manual v1 2 September 24 2004
124. lunch This is used when Lunch Flag is set to If the amount is set to zero then the amount specified in the TimeCard System Parameter File see LUNCH ALLOWED on page 13 will be used OT Threshold 3 2 numeric Number of hours an employee can work before being raised to overtime Employee Type 1 character Indicator of how an employee s hours are calculated P Prescheduled Hours Indicates the employee s regular hours are not to bereported This may indicate a para professional employee ar someone who is salaried D Dual Rate Indicates an employee has multiple rates otherwise all time is based on the primary first pay rate S Salaried Indicates an employee s Allowable hours aren t to be reported to the payroll interface e g An employee is contracted to work 30 hours a week for a fixed amount of money The employee master is set up with the following fields work Cycle W Allowable Hours 30 00 OT Threshold 40 00 Employee Type Scenario 1 The employee works 28 00 hours No time will be reported to the payroll system since he worked less hours than his salary requires The payroll system will pay the base salary Scenario 2 The employee works 35 00 hours 5 hours of Excess time will be reported to the payroll system since he worked 5 00 more hours than his salary requires The Systems Design Inc Page 35 TMS II User Manual v1 2 September 24 2004 Chapter 4 File Maintenance Hourly Rat
125. n Systems Design Inc Page 59 TMS II User Manual v1 2 September 24 2004 Chapter 4 File Maintenance ENTER SORT SEQUENCE aie S BY SCHOOL D BY DEPARTMENT SD BY SCHOOL DEPT DS BY DEPT SCHOOL You may enter a specific Department ID to select only those employees assigned to the specific department or type E to list employees for all departments You will be asked the order the employees are to be sorted Figure 69 Print Employee M aster Full Sort Se lecti on 8 Entering sj will sort the employees by School by Employee Name Last First Each School will start on a new page Entering Ej will sort the employees by Department by Employee Name Last First Each Department will start on a new page Entering sjo will sort the employees by School by Department by Employee Name Last First Each School Department will Start on a new page Entering 5 will sort the employees by Department by School by Employee Name Last First Each Department School will Start on a new page You will be asked if all your selections are correct ALL OK YNC Figure 70 Print Employee Master Full Selection Confirmation Systems Design Inc TMS II User Manual v1 2 Entering will proceed to the next option Entering NJ will take you back to the School Selection option Step 5 Entering will cancel the report You will be prompted to confirm your decision to cancel the report Enter
126. nd press You will be positioned at the field where you may enter the new value and press ia f You will return to the field number prompt To exit this screen Press at the field number prompt when you have completed your changes or viewing 7 To delete the record type o You will be asked to confirm your decision to delete the record At the ALL OK YN prompt type to keep the record Ifyouare sure you want to delete the record you can enter t CAUTION Be sure you want to delete the record There is NO way to bring i it back Field Format Purpose Notes Employee No 9 characters Uniquely identifies an employee s record Emp Last Name Emp Frst Name Emp Mddl Name Systems Design Inc TMS II User Ma nual v1 2 20 characters 15 characters 15 characters Employee s Last Name Required non blank Employee s First Name or Initial Required non blank Employee s Middle Name or Initial Optional Page 32 September 24 2004 Chapter 4 File Maintenance Emp Address Emp City Sta Emp Zip Code Emp Phone Soc Sec No Dist Emp No Campus ID Department Curr Status Active Y N Lunch Flag Temp Emp Systems Design Inc TMS II User Manual v1 2 25 characters 20 characters 9 digits 10 digits 9 digits 9 digits 4 characters 4 characters 1 character 1 character 1 character 1 character Employee s Address Reference Only Employee s City State R
127. ng screen will appear MAY 19 2003 DEMO Timecard CRT506 XX FS MEN301 24 SYSTEM MAINTENANCE 01 SCREEN JCL MESSAGE MAINT 13 ITX PRINTER EVFU PROGRAMMER 02 MENU CONTROL PASSWORD OPTIONS 03 PRINT MENU DATA 04 SYSTEMS LOG OPTIONS 17 JCL S amp PROGRAMS BACKUP 08 SYSTEM PARAMETER FILE MAINT 20 UNIX COMMANDS MENU 09 PRINT SYSTEM PARAMETER FILE 10 HOLIDAY CALENDER MAINTENANCE 22 DISPLAY PROCESS STATUSES 23 ABORT PROCESSES 12 CREATE CRT CONTROL STRINGS 24 UNLOCK A TERMINAL 99 RETURN TO PREVIOUS MENU ENTER MENU OPTION Computer Systems Design Inc Figure 7 System Maintenance Menu Systems Design Inc Page 9 TMS II User Manual v1 2 September 24 2004 From this screen you will select System Parameter File Maint by entering 2 81 at the Enter Menu Option prompt The following screen will appear MAY 19 2003 SYSTEM PARAMETER MAINTENANCE SPF005 27 i ENTER DISTRICT NUMBER COPYRIGHT 2004 SYSTEMS DESIGN Figure 8 TimeCard System Parameter Maintenance District Selection You will enter the District Number you are working with If you only work with one district then you will usually use 1 as the district number Press al after entering the district number When a valid district number is entered a selection screen such as the following will display MAY 19 2003 SYSTEM PARAMETER MAINTENANCE 5 005 27 TIMECARD CODES 01 05 MILAGE 02 TRANSPORT DEPT 0015 0
128. ns Budget By Department Purpose To set the Budget Code in TimeCard Transactions Only transactions with the specified Department and in the Date Range that do not have a Budget Code will be updated The Budget Code placed in the records comes from the first Budget Code in the Employee Master Menu Selection From the TimeCard System Main Menu 01 11 1 a to choose TimeCard Maintenance Menu 2 a to choose Mass Set Tranx Bud By Dept Systems Design Inc Page 62 TMS II User Manual v1 2 September 24 2004 Chapter 4 File Maintenance 3 The screen displays MAY 19 2003 MASS SET TRANSACTIONS BUDGET BY DEPT TMS00211 20 ENTER DEPARTMENT NUMBER ENTER PERIOD START DATE ENTER PERIOD STOP DATE COPYRIGHT 2004 SYSTEMS DESIGN Figure 74 Mass Set Transactions Budget by Department Selection Screen 4 Enter the Department number for the employees you want to update If you want to update all Departments it will be necessary to process each Depart ment individually 5 Enter the Starting Date of the transactions you want to update 6 Enter the Ending Date of the transactions you want to update 7 You will be asked if all your selections are correct ALL OK YNC Figure 75 Mass Set Transaction Budget by Department Selection Confirmation Entering will proceed to update the transactions Entering NJ will take you back to the Department Number
129. nter the Department number for the employees you want to update If you want to update all Departments it will be necessary to process each Department individually 5 Enter the Pay Rate 1 to be set in the Employee Master If no amount is entered then the R ate will not be updated in the selected Employee Masters 6 Enter the Budget Code 1 to be set in the Employee Master If no code is Systems Design Inc Page 64 TMS II User Manual v1 2 September 24 2004 Chapter 4 File Maintenance entered then the Budget C ode will not be updated in the selected Employee Masters 7 Enter the Employee Type to be set in the Employee Master If no code is entered then the Employee Type will not be updated in the selected Employee Masters 8 You will be asked if all your selections are correct ALL OK YNC Figure 77 Mass Set Pay Rate by Department Selection Confirmation Entering vj will proceed to update the Employee Masters Entering will take you back to the Department Number selection Step 4 Entering will cancel the update and exit this routine You will be prompted to confirm your decision to cancel the update Enter to confirm the cancellation otherwise enter NJ and you will return to the ALL OK YNC prompt Section 4 14 Budget Code Master file Print Purpose To list the Budget Code Masters Menu Selection From the TimeCard System Main Menu TM 01 13 1
130. ogin Figure 175 System login screen At the time clock terminals the user just needs to press the EJ key and the terminal login id will be entered Next the system prompts for the pas sword SCO OpenServer Release 5 swisdsys ttyp4 login tcl Password Figure 176 System password prompt The user will just press 2 key and the password will be entered The user MUST tum on the caes at this time If this key gets turned off the system usually will NOT recognize the user s responses to questions since we only accept answers with UPPERCASE letters Systems Design Inc Page 141 TMS II User Manual v1 2 September 24 2004 Next the system prompts for the terminal s Work Location Campus School ID MAY 19 2003 TIMECARD INPUT 512011 25 ENTER DISTRICT NUMBER 01 DEMO Timecard ENTER WORK LOCATION Figure 177 Work Location entry The user just needs to press the E key and the Work Location will be entered The system will display the Work Location description and prompt the user to confirm this is correct Ifthe entries are correct press oJ otherwise press NJ and the cursor will be positioned for entry of the Work Location Section 8 3 TimeCard Input The TimeCard input screen displays MAY 19 2003 17 03 TIMECARD II INPUT TMS12011 25 i EMPLOYEE ID FRESH AHS O1 CAMPUS ID 0001 SAN BENITO HIGH SCHOOL Figure 178 TimeCard Input Employee ID Section 8
131. on the EDP system If you copy a file without importing the previous file just copy the correct file and then run the import routine From the TimeCard System Main Menu 1 copa 1 tochoose TimeCard Reports Menu 2 Type IET ES ed to choose Copy Reg OT to EDP Type 2 You will NOT be prompted for any mput There will be no confirmation about overwriting the current intermediate file After selection of the menu item the file will be copied Page 138 September 24 2004 Section 7 16 Co Purpose Menu Selection TM 04 19 Section 7 17 Co Purpose Menu Selection TM 04 20 Systems Design Inc TMS User Manual v1 2 Reg OT to EDP Type 3 To copy the current Type 3 transaction into the intermediate file to be imported by the EDP Payroll system Only one type of earnings may be transferred to the EDP at a time After copying the file it is necessary to run the import utility on the EDP system If you copy a file without importing the previous file just copy the correct file and then run the import routine From the TimeCard System Main Menu 1 copa 1 tochoose TimeCard Reports Menu 2 Type 1 tochoose Copy Reg OT to EDP Type 3 You will NOT be prompted for any mput There will be no confirmation about overwriting the current intermediate file After selection of the menu item the file will be copied Reg OT to EDP 4
132. ord In Use Screen Figure 29 Employee Master Maintenance New Employee Confirmation Figure 30 Employee Master Maintenance Edit Screen Figure 31 Employee Master Maintenance Rates amp Budget Codes Figure 32 Transaction File Maintenance Menu Screen Figure 33 TimeCard Maintenance TimeCard Inquiry Figure 34 TimeCard Maintenance TimeCard Inquiry Period Start Date Figure 35 TimeCard Maintenance TimeCard Inquiry Period Stop Date Figure 36 TimeCard Maintenance TimeCard Inquiry C onfirmation Figure 37 TimeCard Inquiry Sample Inquiry without Budgetary Accounting I F Figure 38 TimeCard Inquiry Sample Inquiry with Budgetary Accounting I F Figure 39 TimeCard Inquiry Sample Updated Inquiry without Budgetary Accounting Interface Figure 40 TimeCard Inquiry Sample Updated Inquiry with Budgetary Accounting Interface Figure 41 Transaction File Maintenance Menu Screen Figure 42 TimeCard Maintenance TimeCard Transaction Maintenance Figure 43 TimeCar d Maintenance Transaction already on file Figure 44 TimeCard Maintenance New Transaction Entry Figure 45 TimeCard Maintenance Budget Code Selection Figure 46 TimeCard Maintenance Update Transaction Rate Figure 47 TimeCard Maintenance Completed New Transaction Entry Figure 48 TimeCard Maintenance Update Clock In Out Status Figure 49 TimeCar d Maintenance Transaction not on file Systems Design Inc TMS II User Ma nual v1 2 Page iii Septemb
133. other key Entering mre will bring up an employee inquiry window You will be prompted to enter an Employee ID Press dl without entering an Employee ID will exit you from the inquiry 8 After entering the enployee number the screen displays MAY 19 2003 05 36 TIMECARD II INPUT 512011 25 EMPLOYEE ID 559437 OCTAVIA LOGAN 01 CAMPUS ID 0001 SAN BENITO HIGH SCHOOL DATE MAY 19 2003 TIME 05 36 AM 02 STATUS I CLOCK IN 03 BUDGET ACCOUNT CODE A03 BUS DUTY REG ALL OK YNC COPYRIGHT 2004 SYSTEMS DESIGN Figure 93 TimeCard Input Entry Sample Screen 9 The system prompts ALL OK CYNC if the TimeCard Entry is correct If the entry is correct press v The entry 1s recorded and the system prepares for the next employee to clock in out Step 6 If you want to change the Campus ID Status or Budget Account Code press NJ and you will be prompted for the field number to change If you want to abandon this entry press Systems Design Inc Page 83 TMS II User Manual v1 2 September 24 2004 FIELD 01 ID 02 Status 03 Budget Account Code Chapter 5 TimeCard Input The system will automatically abandon this entry if a response isn t made in 30 seconds FORMAT 4 characters 1 character EXPLANATION This is the identifier assigned to the Campus Work Location Campus IDs are set up in the Food Service System FS 01 03 This is an in
134. otherwise enter the Systems Design Inc Page 117 TMS II User Manual v1 2 September 24 2004 desired Department ID and press 21 to limit the report to only those employees assigned to that specific Department See Department in Employee File Maintenance on page 33 The combination of School with Department allows you to specify that you only want the employees in certain Department who are assigned to a certain school 10 You will be asked to confirm your selections by an ALL OK CYNC prompt Type to verify your selection otherwise type NJ to re enter the School and Department IDs If you see a screen like the following it indicates that no employees were found matching options you specified Press 21 and the program will terminate Verify the School and Department IDs you entered has employees assigned to them MAY 19 2003 EMPLOYEE TIME CARD EXPENSE REPORT 540911 23 i ENTER DISTRICT NUMBER 01 DEMO Timecard II NO DATA EXTRACTED COPYRIGHT 2004 SYSTEMS DESIGN Figure 142 TimeCard Weekly Expense Report with Subtotals No Employees in specified School Department 11 You will be prompted for the Run Date ENTER RUN DATE Figure 143 TimeCard Weekly Expense Report with Subtotals Run Date Entry Enter the Run Date MMDDY Y for the report Used for report headings only Pressing ll without entering a Run Date will use the current system Systems Design Inc Page 1
135. ou want to inquire Transactions before this date will not display After entering the Period Start Date the screen will display Systems Design Inc Page 38 TMS II User Manual v1 2 September 24 2004 Chapter 4 File Maintenance PERIOD STOP DATE 1 Figure 35 TimeCard Maintenance TimeCard Inquiry Period Stop Date 8 Enter the Stop Date MMDDYY of the period you want to inquire Transactions after this date will not display After entry of the information you will be asked to confirm your entries MAY 19 2003 TIMECARD INQUIRY TMS301II 21 l ENTER EMPLOYEE ID 559437 LOGAN OCTAVIA PERIOD START DATE 03 01 2003 PERIOD STOP DATE 03 07 2003 ALL OK YNC COPYRIGHT 2004 SYSTEMS DESIGN Figure 36 TimeCard Maintenance TimeC Inquiry Confirmation 9 If your want to change your choices enter iN and the entry will restart at the employee number Enter and the inquiry will display Systems Design Inc Page 39 TMS II User Manual v1 2 September 24 2004 Chapter 4 File Maintenance MAY 19 2003 TIMECARD INQUIRY 530111 21 REPORTING PERIOD 03 01 2003 03 07 2003 DEPT 0016 DATE 03 03 03 03 04 03 03 05 03 03 06 03 03 07 03 EMPL SEQ 010 030 010 030 010 030 IN 05 56 13 19 05 57 13 16 05 56 13 16 0041 010 030 05 57 13 16 TOTAL DIST ID ENTER TO CONTINUE 559437 LOGAN OCTAVIA SEQ 020 040 020 040 020 040
136. ployee Department or Campus or by Campus and Department e Rated TimeCard Exception Time Report Employee ID Card Print TimeCard Expense Report TimeCard Error Report Campus Worked Summary Report TimeCard interface to EDP P R Employee Status Report Section 7 2 TimeCard Audit Reports Purpose To produce Audit Reports from the TimeCard Transaction File for a specific time period Menu Selection From the TimeCard System Main Menu TM 04 01 1 copa 1 to choose TimeCard Reports Menu 2 Ji 1 to choose TimeCard Audit Reports Menu 3 A sub menu displays Systems Design Inc Page 91 TMS II User Manual v1 2 September 24 2004 19 2003 DEMO CRT506 XX FS MEN301 24 i TIME CARD AUDIT REPORTS MENU 01 02 ENTER MENU OPTION Last Selection TM 03 TIMECARD AUDIT WITHOUT BUDGET TIMECARD AUDIT WITH BUDGET 99 RETURN TO PREVIOUS MENU 1 Computer Systems Design Inc Figure 102 TimeCard Audit Reports Sub Menu Type and conti Type o o continue Type EMPLOYEE TIME CARD INQUIRY B to produce an Audit Report without Budget Account C odes nue with Section 7 3 pg 92 2 to produce Audit Report with Budget Account Codes with Section 7 4 pg 96 9 to exit this task Section 7 3 TimeCard Audit Report without Budget Purpose To produce Audit Reports from the TimeCard Transa
137. previous question PRINT BUDGET ACCOUNT TOTALS you will be prompted whether you want Weekly Budget Account Totals to be printed by a PRINT WEEKLY BUDGET ACCOUNT TOTALS YN prompt Type Y to have the weekly budget account totals printed on the timecards otherwise type NJ to not print them After entry of the information you will be asked to confirm your entries MAY 19 2003 EMPLOYEE TIMECARD PRINT 541611 24 ENTER DISTRICT NUMBER 01 DEMO Timecard II WEEK 1 START DATE 03 01 2003 WEEK 1 STOP DATE 03 07 2003 WEEK 2 START DATE 03 08 2003 WEEK 2 STOP DATE 03 14 2003 WEEK 3 START DATE 03 15 2003 WEEK 3 STOP DATE 03 21 2003 WEEK 4 START DATE 03 22 2003 WEEK 4 STOP DATE 03 28 2003 WEEK 5 START DATE 1 PRINT DAILY TOTALS YN Y PRINT BUDGET ACCOUNT TOTALS YN Y PRINT WEEKLY BUDGET ACCOUNT TOTALS YN Y ALL OK YNC COPYRIGHT 2004 SYSTEMS DESIGN Figure 123 TimeCard Print Confirmation 18 If your want to change your choices enter NJ and the selection will restart at WEEK 1 START DATE Enter LY and the timecards will be produced Systems Design Inc Page 106 TMS II User Manual v1 2 September 24 2004 03 07 2003 0041 03 10 2003 0041 03 17 2003 0001 EMPLOYEE NO EMPLOYEE NAME PAYROLL PERIOD CLOCK IN DATE CAMPUS SEQ 03 03 2003 0041 010 0041 030 DAILY TOTALS 03 04 2003 0041 010 0041 030 DAILY TOTALS 03 05 2003 0041 010 0041 030 DAILY TOTALS
138. pted for the Run Date ENTER RUN DATE Figure 64 Print Employee Master Short Run Date Enter the date MMDDYY for the report Used for report headings only Pressing 21 without entering a Run Date will use the current system date 10 You will be asked if all your selections are correct ALL OK YNC Figure 65 Print Employee Master Short Selection C onfirmation Entering will cause the report to be produced Entering iN will take you back to the Run Date option Step 9 Entering tc will cancel thereport You will be prompted to confirm your decision to cancel the report Enter LY to confirm the cancellation otherwise enter NJ and you will return to the ALL prompt DEMO TimeCard II PAGE TIMECARD MASTERFILE 05 19 2003 550011 21 MAY 19 2003 06 31 EMPLOYEE SOC SEC NUM DIST DEPT ACT ALLOW 99282 BAKER EMILY D 125 68 9765 00098468 0041 0016 32 Els 40 00 96389 HOUSER PAULA 654 89 7456 00032646 0041 0016 Y I 20 00 96373 KERR AMELIA 563 21 8699 00321564 0041 0016 Y T 32409 559437 LOGAN OCTAVIA 258 15 5817 00654321 0041 0016 NG 40 00 99501 MIRELEZ MELVA 123 56 4987 08364345 0041 0016 H 24 00 99504 MUNOZ RONA 231 87 9324 00324896 0041 0016 16 00 99506 RATLIFF CYNTHIA 987 93 5437 00235467 0041 0016 Y T 24 00 99500 SMITH IRM 215 64 8358 00085648 0041 0016 Ys 24 00 99510 TRUJILLO HILDE 893 12 6889 00893152 0041 001
139. rned to the All OK prompt where you may type ty to keep the changes Page 48 September 24 2004 Chapter 4 File Maintenance 3 After storing the transaction you will be prompted with a message CURRENT STATUS IS CLOCKED IN CHANGE THIS STATUS Y N Figure 51 TimeCard Maintenance Update Clock In Out Status The prompt lets you know the current actual Clock In Out status for this employee from their Employee Master record and gives you the option of updating it If the employee is gone for lunch or the day then it should indicate they are clocked out If they are on duty then it should indicate they are clocked Enter NJ if the status is correct and you don t want to changeit Enter if the status is incorrect and you want it to be updated accordingly You will only be asked this question once while working with a series of transactions for an employee update the flag manually use Employee Master Maintenance Current Status on page 33 4 After storing the transaction you will be prompted if you would like to work with the next transaction for this employee DO YOU WANT TO ACCESS THE NEXT TRANSACTION Y N Figure 52 TimeCard Maintenance Next Transaction Enter to access the next transaction for this employee otherwise enter NJ and you ll be taken back to the Employee Number prompt Section 4 8 Transaction File Maintenance Delete 1 If a transaction does not exist
140. rwise enter the number of the printer to receive the report 4 You will be asked to confirm the printer number to be used ARE YOU SURE Y N 1 if your choice was correct other wise type NJ and you will be taken back to the Which Printer option 2 After entry of the printer number you will be asked which Department s employees to list Thescreen displays MAY 19 2003 EMPLOYEE TIME KEY BUILD TMS900w 20 ENTER DEPT NO TO PRINT Press Enter for All COPYRIGHT 2004 SYSTEMS DESIGN Figure 156 TimeCard Error Report Entry Screen 6 Type ll to select employees for ALL Departments otherwise enter the desired Department ID and press lj to limit the report to only those employees assigned to that specific Department See Department in Employee File Maintenance on page 33 Systems Design Inc Page 128 TMS II User Manual v1 2 September 24 2004 7 You will be asked to confirm your Department selection by an ALL OK CYNC prompt Type to verify your selection otherwise type NJ to re enter the Department ID If you see a screen like the following it indicates that no employees were found for the Department ID you entered Press 21 and the program will terminate Verify the Department ID you entered has employees assigned to it MAY 19 2003 EMPLOYEE TIMECARD ERROR REPORT 540211 21 ENTER DISTRICT NUMBER 01 DEMO Timecard NO DATA EXTRACTED COPYRIGHT 2004 S
141. ry employee Employee s Work Cycle D indicates the employee works a daily schedule W indicates the employee works a weekly schedule Number ofhours has been Docked YTD Not Editable Number of Hours is scheduled to work Hours above this limit will be reported as Excess Hours on the Audit report and postedto the EXTRA PAY ACCT specified in the Budget Account Code When exception time is entered this is the default number of hours This field does not cause the SCHEDULED HOURS OVER AND UNDER to print on the timecard Use the Scheduled Hours field for that purpose This field does not cause the SCHEDULED HOURS OVER AND UNDER to print on the timecard Use the Scheduled Hours field pg 36 for that purpose This field is not used if ANY Scheduled Hours pg 36 are specified for the employee This field is used for automatic posting of exception time e g holidays see Exception Time by Campus Section 4 17 pg 69 Exception Time by Individuals Section 4 18 pg 71 Date the Al lowable Hours field was last changed Number of sick hours allowed per work period Reference Only Number of vacation hours allowed per work period Reference Only Number of sick hours available for use Reference Only Number of vacation hours available for use Reference Page 34 September 24 2004 Chapter 4 File Maintenance Only Lunch Allowed 1 2 numeric Number of hours an employee is allowed for
142. ry of the printer number you will be asked which Department s employees to list The screen displays MAY 19 2003 EMPLOYEE TIME KEY BUILD TMS900w 20 ENTER DEPT NO TO PRINT Press for A11 COPYRIGHT 2004 SYSTEMS DESIGN Figure 134 TimeCard Weekly Expense Report without Subtotals Entry Screen Systems Design Inc TMS II User Ma nual v1 2 Type 21 to select employees for ALL Departments otherwise enter the desired Department ID and press al to limit the report to only those employees assigned to that specific Department See Department in Employee File Maintenance on page 33 You will be asked to confirm your Department selection by an ALL OK CYNC prompt Type to verify your selection otherwise type NJ to re enter the Department ID Page 113 September 24 2004 If you see a screen like the following it indicates that no employees were found for the Department ID you entered Press 21 and the program will terminate Verify the Department ID you entered has employees assigned to it MAY 19 2003 EMPLOYEE TIMECARD EXPENSE REPORT 540511 22 i ENTER DISTRICT NUMBER 01 DEMO TimeCard II NO DATA EXTRACTED COPYRIGHT 2004 SYSTEMS DESIGN Figure 135 TimeCard Weekly Expense Repat without Subtotals No Employees in specified Department 9 You will be prompted for the Run Date ENTER RUN DATE Figure 136 TimeCard Weekly Expense Report without Subtotals Run D
143. s This chapter describes the various procedures and options for printing timecards as well as producing the input exception audit expense and campus worked reports produced by the system Also described here are the procedures for interfacing with payroll systems v SECURITY ALERT The Password Section should be removed and kept in a secure location to help prevent unauthorized access to the system Section 1 4 Using the TimeCard System This section describes basic information that you must know to usethe TimeCard II System It describes the menus keys passwords and print devices Section 1 4 1 Keys There are several keys on the keyboard that you will use in additional to the normal alphabet and numeric keys T hese keys are described below The ENTER Key After typing information on the screen you must press the ENTER key to tell the system you are finished Throughout the instructions in this guide you are reminded of this by the symbol 2 means you should press the ENTER key Note that on some keyboards the ENTER key is labeled RETURN Capital Letters Lock your keyboard to the uppercase characters using the Caps Lock key while using the TimeCard System In Yes or No responses the system accepts only a capital Y or N Although you can use upper and lower case letters in other situations doing so can cause confusion If you use capital letters continuously Systems Design Inc Page
144. s example you can enter up to 4 digits and 2 decimals The format is 4 2 if a negative number is allowed Section 1 3 Organization ofthis Guide This user s guide is organized into 7 chapters plus an index and quick reference It is set up in the same basic order as the utilities are listed on the menus with a few exceptions The chapters are Chapter 1 Information about the TimeCard II System This chapter provides an overview of the TimeCard II System Additionally general information about the operation of the system 1s provided here Chapter 2 Setting Up the TimeCard System This chapter describes the process necessary to prepare the TimeCard II system for use Systems Design Inc Page 2 TMS II User Manual v1 2 September 24 2004 Chapter 1 Information About The Time Card System Chapter 3 Passwords This chapter describes the password system used by the TimeCard II system Chapter 4 File Maintenance This chapter describes the File Maintenance menu options Budget Account Codes Employee Masters TimeCard Transactions Exception Time Transactions and import routines are covered here Chapter 5 TimeCard Input This chapter describes the TimeCard input option where employees will clock in and clock out Chapter 6 Employee TimeCard Inquiry This chapter describes the TimeCard inquiry where employees or managers may review an employee s TimeCard transactions Chapter 7 TimeCard Report
145. se employees assigned to the specific department or type al to report employees for all Systems Design Inc Page 135 TMS II User Manual v1 2 September 24 2004 departments See Department in Employee File Maintenance on page 33 7 You will be asked if all your selections are correct ALL OK YNC Figure 170 Extract Time Card to EDP P R Selection Confirmation Entering ty will proceed to the next option Entering NJ will take you back to the School option Step 5 Entering tc will cancel the report You will be prompted to confirm your decision to cancelthereport Enter v to confirm the cancellation otherwise enter iN and you will return to the ALL OK YNC prompt 8 The screen displays MAY 19 2003 TIMECARD EDP INTERFACE FILE EXTRACT TMS40611 20 ENTER DISTRICT NUMBER 01 DEMO Timecard II RUN DATE 05 19 2003 WEEK 1 START DATE COPYRIGHT 2004 SYSTEMS DESIGN Figure 171 TimeCard Print Selected Employees Entry Screen The following two fields can be repeated up to 8 times 9 Enter the Start Date MM DDYY of the week to be printed on the timecards for the report Systems Design Inc Page 136 TMS II User Manual v1 2 September 24 2004 10 11 Press dl when you have entered all the week dates to print on the timecards You will next be prompted for the End Date MMDDYY of the week These two fields Start Date and End Date will be repeated allowin
146. se enter the ending Department ID of the Department range to be printed See Department in Employee File Maintenance on page 33 You will be asked to confirm your Department selection by an ALL OK YNC prompt Type v to verify your selection otherwise type NJ to re enter the Department ID Page 93 September 24 2004 If you see a screen like the following it indicates that no employees were found for the Department ID you entered Press 21 and the program will terminate Verify the Department ID you entered has employees assigned to it MAY 19 2003 EMPLOYEE TIMECARD AUDIT REPORT TMS400w 25 i ENTER DISTRICT NUMBER 01 DEMO TimeCard II NO DATA EXTRACTED COPYRIGHT 2004 SYSTEMS DESIGN Figure 104 TimeCard Audit Report without Budget No Employees in specified Department 9 You will be prompted for the Run Date ENTER RUN DATE 1 Figure 105 TimeCard Audit Report without Budget Run Date Entry Enter the Run Date MMDDYY for the report Used for report headings only Pressing dl without entering a Run Date will use the current system date 10 You will next be prompted for the Period Start Date PERIOD START DATE 1 bi Figure 106 TimeCard Audit Report without Budget Period Start Date Entry Enter the Start Date MMDDYY of the period you want to report Transactions before this date will not display After entering the Period Start Date the screen displays Systems De
147. sign Inc Page 94 TMS II User Manual v1 2 September 24 2004 PERIOD STOP DATE 1 Figure 107 TimeCard Audit Report without Budget Period Stop Date 11 Enter the Stop Date MM DDY Y of the period you want to inquire Transactions after this date will not display After entry of the information you will be asked to confirm your entries MAY 19 2003 EMPLOYEE TIMECARD AUDIT REPORT TMS400w 25 ENTER DISTRICT NUMBER 01 DEMO Timecard II ENTER RUN DATE 05 19 2003 PERIOD START DATE 03 01 2003 PERIOD STOP DATE 03 07 2003 ALL OK YNC COPYRIGHT 2004 SYSTEMS DESIGN Figure 108 TimeCard Audit Report without Budget Confirmation 12 If your want to change your choices enter iN and the selection will restart atEnter Run Date Enter and the report will be produced Systems Design Inc Page 95 TMS II User Manual v1 2 September 24 2004 DEMO TimeCard II TIMECARD AUDIT REPORT AT 05 19 2003 REPORTING PERIOD EMPLOYEE NAME 100387 GALLEGOS DENISE 302762 GARCIA 100536 GONZALEZ 207351 HARRIS CINDY DIANE YVONNE 000 0521 04 20 105 0016 DATE 03 03 2003 03 04 2003 03 05 2003 03 06 2003 07 2003 SEQ IN gabe 703 SEO 51022 18 03 3150 502 Hali 04 SEQ 020 040 020 040 020 040 020 040 020 040 OUT ie 985 13 2 27 iets 515 3 46 35 243 234 42 37 eu 42 42 00
148. style When you see WHICH PRINTER 1 Figure 5 Printer Selection enter the number for the printer you want to use Press ra to use the default printer assigned to you You will be asked to confirm the printer number to be used ARE YOU SURE Y N 1 Figure 6 Printer Selection C onfirm ation Type if your choice was correct other wise type NJ and you will be taken back to the Which Printer option If the an incorrect default printer number comes up for you contact Systems Design and talk with a supp ort person about changing your default printer gn number Section 1 5 Glossary This section defines some of the terminology used in this guide ALPHANUMERIC A character set that contains numbers letters and special symbols such as CURSOR A small square or dash that appears on the screen marking your place DATA Information that you enter into the computer DELETE The process used to erase data FIELD One piece of information within a record suchas an employee number the total hours worked in a period or a Budget Account Code Systems Design Inc Page 7 TMS II User Manual v1 2 September 24 2004 Chapter 1 Information About The Time Card System FILE FORMAT KEY NUMERIC RECORD Systems Design Inc TMS II User Ma nual v1 2 A collection of information about a specific subject such as personnel information or invoices A specific arrangement of data
149. tenance Menu 2 Type 1121 41 to choose Mass Delete Exception Time Page 75 September 24 2004 Chapter 4 File Maintenance 3 Type to choose Delete Exception Time by Campus 4 You will be asked to confirm your selection by an ALL OK YNC prompt Type to continue with your selection otherwise type NJ to exit this task 5 The screen displays MAY 19 2003 TIMECARD EXCEPTION TIME DELETE TMS131 22 ENTER CAMPUS TO PROCESS ALL COPYRIGHT 2004 SYSTEMS DESIGN Figure 87 Delete Exception Time by Campus Campus S election 6 Type dl to select employees for ALL Campuses otherwise enter the Campus ID and press l to select a specific Campus 7 You will be asked to confirm your Campus selection by an ALL OK YNC prompt Type to verify your selection otherwise type NJ to re enter the Campus 8 The screen displays Systems Design Inc Page 76 TMS II User Manual v1 2 September 24 2004 Chapter 4 File Maintenance MAY 19 2003 TIMECARD EXCEPTION TIME DELETE TMS131 22 1 ENTER TRANSACTION DATE MMDDYY 3 ENTER EXCEPTION CODE COPYRIGHT 2004 SYSTEMS DESIGN Figure 88 Delete Exception Time by Campus Entry Screen 10 11 Enter the Transaction Date MMDDYY for these Transactions This is the date the employees are being paid for Enter the Exception Code for these Transactions See Exception Transaction Codes on page 52 Press al or and a list of
150. th your selection otherwise type NJ to exit this task 5 The screen displays MAY 19 2003 TIMECARD EXCEPTION TIME POSTING TMS130 22 1 ENTER 2 ENTER 3 ENTER 4 ENTER Zero 5 ENTER TRANSACTION DATE MMDDYY EFFECTIVE DATE MMDDYY EXCEPTION CODE EXCEPTION TIME 000 00 for scheduled hours EXCEPTION REASON COPYRIGHT 2004 SYSTEMS DESIGN Figure 83 Create Exception Time by Campus Entry Screen Systems Design Inc TMS II User Ma nual v1 2 Page 71 September 24 2004 Chapter 4 File Maintenance Systems Design Inc TMS User Manual v1 2 6 10 11 12 If you see a message such as the following this indicates that a transaction already Enter the Transaction Date MMDDYY for these Transactions This is the date the employees are being paid for Enter the Effective Date MMDDYY for these Transactions This is usually the date the transaction was entered Enter the Exception Code for these Transactions See Exception Transaction Codes on page 52 Press al or list of the current Exception Transactions Codes will display on the right side of the screen Enter the number of hours the employees are to be paid Enter zero and the employees will be paid the number of hours in the Allowable Hours in their Employee Master See page 34 Enter the exception reason This is a description about the purpose or supporting documentation or o
151. the TimeC ard files for export to the EDP Payroll System Menu Selection From the TimeCard System Main Menu 04 16 1 9141 to choose TimeCard Reports Menu Systems Design Inc Page 134 TMS II User Manual v1 2 September 24 2004 2 ay tochoose Extract TimeCard to EDP P R 3 You will be prompted for which printer to output the report WHICH PRINTER Press al and your default printer number will display and be used to print the report otherwise enter the number of the printer to receive the report 4 You will be asked to confirm the printer number to be used ARE YOU SURE Y N 1 tv if your choice was correct other wise type NJ and you will be taken back to the Which Printer option 5 You will be asked which School s Campus s employees to report MAY 19 2003 EMPLOYEE TIME KEY BUILD TMS906 20 ENTER SCHOOL TO PRINT Press Enter for A11 Figure 168 Extract Time to EDP P R School Selection You may enter a specific School ID to select only those employees assigned to the specific school or type al to report employees for all schools See Campus ID in Employee File Maintenance on page 33 6 You will be asked which Department s employees to report ENTER DEPT NO TO PRINT Press Enter for A11 n Figure 169 Extract Time Card to EDP P R Department Selection You may enter a specific Department ID to select only tho
152. the current Exception Transactions Codes will display on the right side of the screen After entry of the above fields an ALL OK YNC prompt displays If the entries are correct press and the program will delete the specified transactions If you want to change any of the fields press NJ and you will be prompted for the field number to change If you want to abort the task press and you will be returned to the menu Section 4 21 Extract OE Codes From EDP P R Purpose Menu Selection TM 01 20 Systems Design Inc TMS User Manual v1 2 To build Budget Accounting Codes by extracting the Other Earning Codes from the EDP P R system From the TimeCard System Main Menu l Type oar to choose TimeCard Maintenance Menu Type Bo to chooseExtract OE Codes from EDP P R Page 77 September 24 2004 Chapter 4 File Maintenance 3 The screen displays MAY 19 2003 BUDGETARY CODE EXTRACTION PROG TMSBACEX 20 ENTER DISTRICT NUMBER 01 DEMO II ARE YOU READY TO PROCESS YN COPYRIGHT 2004 SYSTEMS DESIGN Figure 89 Extract OE Earnings Code from EDP P R Entry Screen 4 You will be asked if you are ready to proceed Entering will begin processing the OE codes and building the Budget Accounting Code records Entering iN will exit from this program Section 4 22 Merge EDP Employees to TimeCard Purpose To build Employee Masters
153. their work day is complete Assuming we are using the transactions example for 03 04 03 shown on page 40 Let s assume the employee left at 9 15 and returned at 10 00 We would need to insert two transactions a clock out at 9 15 and a clock in at 10 00 We pick two numbers between 010 and 020 Let make the clock out at 9 15 transaction 13 and the clock in transaction 16 After the corrections the screen would show Page 41 September 24 2004 Chapter 4 File Maintenance MAY 19 2003 TIMECARD INQUIRY 530111 21 REPORTING PERIOD 03 01 2003 TO 03 07 2003 DEPT 0016 DATE 03 03 03 03 04 03 03 06 03 03 07 03 TOTAL D ENTER TO EMPL SEQ 010 030 IN 05 13 0041 010 05 57 030 13 16 IST ID CONTINUE 559437 LOGAN OCTAVIA SEQ OUT TIME DATE SEQ IN SEQ OUT TIME 020 12 50 040 14 19 8 00 013 09 15 Inserted Clock Out transaction 020 12 47 040 14 20 25 Inserted Clock In Transaction 020 12 47 040 14 15 7 75 SICK PAY 8 00 020 12 49 040 14 25 8 00 654321 39 00 COPYRIGHT 2004 SYSTEMS DESIGN Figure 39 TimeCard Inquiry Sample Updated Inquiry without Budgetary Accounting Interface MAY 19 2003 REPORTING PERIOD 03 01 2003 TO 03 07 2003 DEPT 0016 DATE 03 03 03 03 04 03 03 05 03 TIMECARD INQUIRY 530111 21 EMPL 559437 LOGAN OCTAVIA SEQ IN SEQ OUT TIME DATE SEQ IN SEQ OUT TIME 010 05 56 020 12 50 03 06 03 0041 SICK PAY 8 00 BUDGET
154. ther note about this transaction Reference use only You will be asked to confirm your selection by an ALL OK CYNC prompt Type to accept your entries otherwise type NJ to exit this task After entry of the above fields an ALL OK CYNC prompt displays If the entries are correct press tv and proceed to the next step If you want to change any of the fields press NJ and you willbe prompted for the field number to change If you want to abort the task press tc and you will be retur ned to the menu exists for this employee with the same date exception code and campus A duplicate transaction will NOT be created Press 21 and processing will continue with the next employee ERROR 08 RECORD NOT UPDATED 13 PRESS lt ENTER gt TO CONTINUE The screen displays Page 72 September 24 2004 Chapter 4 File Maintenance MAY 19 2003 TIMECARD EXCEPTION TIME POSTING TMS130 22 ENTER LIST OF EMPLOYEES TO POST Employee NO COPYRIGHT 2004 SYSTEMS DESIGN Figure 84 Create Exception Time by Individuals Employee Entry Screen 14 Enter the employee number to be paid exception time Press 21 when you are finished entering employees Continue with Step 15 If you enter an invalid employee number you will be repositioned to enter the employee number again If the employee number is valid the counter will increment and position on anew line for the entry of the next employee number
155. tion already exists for this employee with the same date exception code and campus A duplicate transaction will NOT be created Press ll and processing will continue with the next employee The employee number is shown in parenthesis DUPLICATE RECORD NOT WRITTEN 000100341 PRESS ENTER TO CONTINUE Page 74 September 24 2004 Chapter 4 File Maintenance Section 4 19 Mass Delete Exception Time Purpose Menu Selection TM 01 17 MAY 19 2003 To delete Exception TimeCard Transactions from the Transaction File on a group basis From the TimeCard System Main Menu 1 Type to choose TimeCard Maintenance Menu 2 Type 20 1 to choose Mass Delete Exception Time 3 A sub menu displays TIMECARD EXCEPTION TIME DELETE 5131 22 ENTER DISTRICT NUMBER 01 DEMO Timecard II 1 DELETE EXCEPTION TIME BY CAMPUS 99 END ENTER SELECTION COPYRIGHT 2004 SYSTEMS DESIGN Figure 86 Mass Delete Exception Time Sub Menu 4 Type 0 1 to Delete Exception Time by Campus and continue with Section 4 20 pg 75 Type 919 to exit this task Section 4 20 Delete Exception Time by Campus Purpose Menu Selection TM 01 17 01 Systems Design Inc TMS User Manual v1 2 To Delete Exception TimeCard Transactions to the Transaction File for all employees based on their Campus From the TimeCard System Main Menu 1 Type to choose TimeCard Main
156. to enter another pass word 4 Enter the operator initials associated with this pass word 5 Enter the Department to be associated with this operator If the operator is authorized to work in all Departments enter JoJo 6 Enter if the operator is authorized to perform Inquiries otherwise enter NJ 75 Enter t if the operator is authorized to perform Maintenance otherwise enter NJ 8 Enter if the operator is authorized to perform Reports otherwise enter NI 9 After entry of the above fields ANY CHANGES Y OR prompt displays If the entries are correct press J If you want to change any of the fields press NJ and you willbe prompted for the field number to change Field Format Purpose Password 6 characters Unique password for a user Case insensitive Initials 3 characters Initials of the operator this password is assigned to Case Insensitive This ID will be stored in the system log as the author of any changes authorized with this password These should be unique so it will be clear who performed changes in your system Depart ment 4 characters This is the Department ID this password user is authorized to work with Enter 9999 to authorize a user for ALL departments Inquiry 1 character This field indicates if the user is authorized to perform inquiries for the Department Y User can perform inquiries N User 1s not allowed to perform inquiries Systems Design Inc Page 18 TM
157. to print individual timecards you will be prompted for the Department to print timecards The screen displays ENTER DEPT NO TO PRINT FROM Press Enter for All Figure 118 TimeCard Print Department Selection Press ll to select employees for ALL Departments otherwise enter the desired starting Department ID You will then be prompted for the ending Department ID To print only the employees in one Department press J otherwise enter the ending Department ID of the Department range to be printed 9 You will be asked the order the employees are to be sorted ENTER SORT SEQUENCE ENTER ALPHA ONLY S BY SCHOOL D BY DEPT SD BY SCHOOL DEPT DS BY DEPT SCHOOL Figure 119 TimeCard Print Sort Selection Entering ll will sort the employees by Employee Name Last First Entering will sort the employees by School by Employee Name Last First Each School will start on a new page Entering will sort the enployees by Department by Employee Name Last First Each Department will start on a new page Systems Design Inc Page 103 TMS II User Manual v1 2 September 24 2004 Entering sjo will sort the employees by School by Department by Employee Name Last First Each School Department will start on a new page Entering 515 will sort the employees by Department by School by Employee Name Last First Each Department School will start on a new page 10 You wi
158. transactions Jury Duty Holiday Leave etc Print Employee Master S hort to produce a report listing basic employee information Print Employee Master Long to produce a report listing all information for employees Mass Set Trans Bud By Dept to set the Employee Masterfile Budget Accounting Code to records with the missing BAC in the Transaction file based on Date Range and Department e Mass Set Pay Rate By Dept to set Pay Rates Budget Accounting Code and Employee Type in the Employee Masterfile based on Department Budget Code Masterfile Print To print the Budget Account Codes and related information Adjustment Password Maintenance to password the Employee TimeCard Maintenance so only authorized persons can use it Exception Time Posting to create Exception TimeCard transactions by Campus or Specific Employees Mass Delete Exception Time to delete Exception TimeCard transactions by Campus Transaction Date and Exception Code Extract OE Codes from EDP P R to extract EDP Other Earnings Codes and create corresponding Budget Accounting Codes Merge EDP Employees to TimeCard to extract EDP Personnel Masters and create corresponding Employee Masters Systems Design Inc Page 25 TMS II User Manual v1 2 September 24 2004 Chapter 4 File Maintenance Section 4 2 Budget Code Master Maintenance Purpose To add change or delete account information in the Budget Code
159. ty Password Maintenance Menu If the password is not on file the message displays PASSWORD NOT ON FILE PRESS lt ENTER gt Press l to clear the message and you will be allowed to enter another pass word otherwise the record will display SECURITY PASSWORD MAINTENANCE OPERATOR 8 SECURITY LEVELS PASSWORD INITIALS DEPARTMENT INQUIRY MAINTENANCE REPORTS 1 2 3 4 5 ENCAJE RKM 9999 Y N Y OK TO DELETE Y OR N Figure 20 Adjustment Password Maintenance Delete Screen Sample See page 18 for explanations about the fields 4 After the record is displayed you will be at the OK TO DELETE Y OR N prompt If you do not want to delete this record press iN and you will be allowed to enter another password If you want to delete this record press and the record will be deleted Section 3 6 Adjustment Password Maintenance Dis play Purpose To display the passwords on file for the TimeC ard System Menu Selection From the Security Password Maintenance Menu TM 01 14 01 14 4 1 141 to choose Display Passwords 2 The screen displays the records Systems Design ncn Page 21 TMS II User Manual v1 2 September 24 2004 SECURITY PASSWORD MAINTENANCE i OPERATOR PASSWORD INITIALS TADS EMERAL SUGAR MET PHJP LOKK JULI SALT MONDE GENES RKM GIG JSD TWH KB NPH JVO PH VEE EEN DLH FRA DS DEPARTMENT 2 001
160. udget Account Code is not available for use Default Overtime 3 characters This field indicates a different account code to be used for Account overtime hours This field is only available if the Auto OT Tracking ee option is turned on See Auto OT Tracking in Section 2 2 pg 12 Extra Pay Account 3 characters This field indicates a different account code to be used for extra hours Extra hours are hours worked in excess of the scheduled or allowed hours but less than the Overtime Threshhold See Allowable Hours pg 34 Scheduled Hours pg 36 OT Threshold pg 34 Account Type 1 character This field is informational only Reference Only Systems Design Inc Page 28 TMS II User Manual v1 2 September 24 2004 Chapter 4 File Maintenance Access 1 character This field is informational only Reference Only Section 4 3 Employee Master Maintenance Purpose To add change or delete employee information in the Employee Master File These records are only used to validate the entry of codes in various sections of the TimeCard II system The information DOES NOT feed back into the EDP system These records should be imported directly from the EDP Personnel System This will be the quickest as well as most accurate way of setting up the accounts See 4 Section 4 22 pg 78 for further information Menu Selection From the TimeCard System Main Menu 01 02 1 to choose TimeCar
161. y Purpose Systems Design Inc TMS User Manual v1 2 To add change delete or inquire TimeCard transactions in the Transaction File Exception time transactions are not accessed with this program See Section 4 9 pg 50 for further information on Exception Time Page 36 September 24 2004 Chapter 4 File Maintenance Add Change and Delete functions are covered in sections 4 6 pg 44 4 7 pg 48 and 4 8 pg 49 respectively An overview of these functions are described in Section 4 5 pg 42 Menu Selection From the TimeCard System Main Menu 01 03 1 to choose TimeCard Maintenance Menu 2 Type oer to choose Transaction File Maintenance 3 The screen displays MAY 19 2003 EMPLOYEE TIMECARD TRANS MAINT 501011 21 1 A ADD FUNCTION C CHANGE D DELETE I INQUIRY E RETURN TO DISTRICT OPTION COPYRIGHT 2004 SYSTEMS DESIGN Figure 32 Transaction File Maintenance Menu Screen 4 From this menu you select which function you wish to perform A Add TimeCard entries to the transaction file C Change TimeCard entries in the transaction file D Delete T imeCard entries from the transaction file I Inquire TimeCard entries in the transaction file E Exit from Transaction File Maintenance To help facilitate understanding TimeCard Transactions will first look at the Inquiry option since it will show some concepts that it is necessary to underst
162. ystems Design Inc TMS II User Manual v1 2 Page 12 September 24 2004 08 ID CARD HAS 1 character C R O9 LUNCH ALLOWED numeric 10 EMPLOYEE ID 90 numeric BASE 11 BAC MASK 30 characters Systems Design Inc TMS User Manual v1 2 This option indicates ifthe employee ID card has a carriage return programmed as part of the employee number Y indicates the ID card contains a carriage return N indicates the ID card does not contain a carriage return This is the system default amount of time an employee is allowed for lunch This is used whenLunch Flag see page 33 is set to Nand Lunch Allowed see page 34 1s set to zero This value will be added to the Employee Number of the records imported from the EDP systems See Section 4 22 pg 78 for further information Example The EDP system employee number is 7056 and the value of the EMPLOYEE ID BASE is 900000 the Employee Number in the TimeCard system will be 907056 7056 900000 This is the format for the Budget Account Number used by the Budgetary Account Codes see Section 4 2 pg 26 When this field is selected for editing a window will appear along the valid codes The field is input using the following characters 9 a digit 0 9 A a letter A Z D will be replaced by one character of the Department ID for the employee Department IDs 4 characters so you should inset DDDD to indicate all four positions of the Department ID

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