Date Last Updated: December 9, 2011 Date Last Printed: May 18
Contents
1. Time and Attendance Capture System User Manual 1i Table of Contents Table of Contents CHAPTER k OPENING HME CEOGK ideea Ca ENE E 1 CHANGE LOCATION NAME icc asesencvones iare EEEE EEE ROE EO ES ENT 2 PEEASE NOTE ciiasan E EE A EE OE OEE O ONEA O 3 CHAPTER 2 CLOCKING IN AND OUD a E ETNE 4 S TEPRON HOWTO CLOCK IN uriene E E tecawaatdacaea donicersaspemachinaditecasna te 4 CHAPTER 3 HOW TO VIEW AND OR PRINT TIMESHEET sscccsssssscsssssccsssscccssssscsssssscseees 10 TO VIEW THE TIMESHEET BEFORE CLOCKING IN OUT ariora E A E E N 10 TO VIEW AND OR PRINT THE TIMESHEET AFTER CLOCKING IN OUT2 ccccccccessseeeeceeceaeeeeeeceeeeeaeaeneeeeeeeeas 12 CHAPTERS TROUBLESHOOTING cicicaiasecceidevese esas S E A 14 TACS Manual il Date Last Updated June 10 2005 1V TACS Manual Date Last Updated June 10 2005 Table of Contents Chapter 1 Opening Time Clock Chapter 1 Opening Time Clock The TACS software is a browser based product So the first step to signing into the TACS Time Clock is to open your web browser Microsoft Explorer is an example of a web browser Once you have opened the web browser enter the TACS Time Clock address to access the Time Clock screen PLEASE NOTE If a short cut has been created for the TACS Time Clock on your desktop just click the TACS Time Clock icon to access the TACS Time Clock screen A screen similar to the one below will appear when the address has been entered Th2. A F Time and j Capture System Location Return To Manager i Today is Monday June 14 2010 Current Time 99 56 PM Please scan your card or enter your ID Be The employee can choose to either view their timesheet before clocking in out or after they key or scan their ID To view the timesheet before clocking in out I Click on the View Timesheet box and see a screen similar to the one below TACS Manual 10 Date Last Updated June 10 2005 Chapter 2 Clocking In and Out 06 13 2010 06 14 2010 Cancel ee II Enter your badge number and select the date range for which you wish to view the timesheet Click OK Durham County Schools SARTOX MAIN OFFICE2 Employee Timesheet Close Report Employee Name Job Title Employee ID Run On Date Range BARNES EDWARD T BUS DRIVER Mon Jun 14 2010 06 01 2010 06 14 2010 Date 06 01 10 06 02 10 06 03 10 06 04 10 Weekly Total 06 05 10 06 06 10 06 07 10 7 00 am 4 30 pm 06 08 10 8 00 am 5 00 pm 06 09 10 6 00 am 4 00 pm 06 10 10 06 11 10 Weekly Total 06 12 10 06 13 10 06 14 10 Weekly Total Grand Total 28 50 11 TACS Manual Date Last Updated June 10 2005 Chapter 2 Clocking In and Out I At this point the user can either choose to print the timesheet by clicking the print button or click close to close the timesheet If the employee forgets to close the timesheet it will close automatically after 25
3. Clock Confirmation Screen o If the employee has multiple active assignments then If the employee has an open assignment i e a record for that date where there is a start date but no end date then the employee TACS Manual Date Last Updated June 10 2005 Chapter 2 Clocking In and Out is directed to the Time Clock Confirmation Screen An example of this screen is shown below Good Morning HEATHER BEAVER Location WEST SARTOX HIGH CUSTODIAN 12 MOS Time Clock Scanned Date Time OUT 2 20 2009 10 40 AM Assignment Hours Worked This Week 8 31 from 2 14 2009 Assignment Leave Hours Used This Week 0 00 from l2 14 2009 Assignment Hours Worked Since Last Time Bo from 2 12 2009 Clock Export to Pavroll Assignment Leave Hours Used Since Last 730 7 30 from 2 12 2009 Time Clock Export to Payroll Leave Type Beginning Balance Leave used since last time clock export to payroll Available Balance Message Board If the employee does NOT have an open assignment then they are directed to the Assignment Selection screen where they must choose their next assignment An example of this screen is shown below 5 TACS Manual Date Last Updated June 10 2005 Chapter 2 Clocking In and Out T UserAssignment Microsoft Internet Explorer Good Morning ROBERT SURRATT Please select an assignment to start BATTLEGROUND BUS DRIVER CUSTODIANS Choose the next assignment
4. by clicking on the correct button Return to Manager v 1L k Local intranet Inbox Microsoft Out Tay Tacs_UserManual d t 2 Internet Explorer jG 10 45 AM If an employee clocks in and has multiple assignments none of which are at the selected location on the main screen they are directed to the assignment selection screen where all locations will be displayed and each assignment listed below the location An example of this screen is shown below E UserAssignment Microsoft Internet Explorer ae File Edit wiew Favorites Tools Help Back a Q2 gt e a Fa O Search SP Favorites A ees e LJ rel re aw EJ co Links 7 Address http fisarboxsO09 tacs timeclock Frmsetlserassignment aspx Good Afternoon ROBERT SURRATT Please select an assignment to start 4S BOR Y Notice that the assignments are BUS DRIVER broken down by location PACT TLEGR OUND CUSTODIANS 34 4 ti gt 2 Done a Local intranet R Bip 1 31PM i Start s co Inbox Micro my TACS _UserM eal SQL Query i 2 Internet TACS Manual 6 Date Last Updated June 10 2005 Chapter 2 Clocking In and Out If an employee clocks in and has multiple assignments where at least one assignment is at the selected location on the main screen they are directed to the assignment selection screen where assignments for that location will be displayed If an employee has assignments for othe
5. apter 2 Clocking In and Out Chapter 5 Troubleshooting If the enter button and the assignment buttons do not change color when they are selected follow the steps below From the desktop where all of your icons are located Click on Properties Click on Appearance Under Windows and Buttons choose Windows XP Style and click Apply Click OR Exit all of the way out of TACS and go back in and then your buttons should be highlighted in a different color when selected TACS Manual 14 Date Last Updated June 10 2005 15 TACS Manual Date Last Updated June 10 2005 Chapter 2 Clocking In and Out Index address 1 Opening Time Clock 1 CHANGE LOCATION NAME 2 Troubleshooting 18 Clocking In and Out 4 web browser 1 How to Clock In 4 TACS Manual 16 Date Last Updated June 10 2005
6. e Time Clock is not username password protected T TACS Signin Microsoft Internet Explorer Welcome to LINCOLNTON HIGH Today is Tuesday JuneO 2005 Current Lime 9 51 11 4M Location Name will appear here Enter Please scan your card or enter your ID PF O O Emer Message Board Location Messages will appear here 4 Done aa Local intranet _ __ E amp fe Inbox Micro Cu 2 Microsoft yj TACS Signin Br P Document Ao 2 49AM The initial Time Clock Screen is displayed with the Location Name and Number Today s date the Current Time location messages and an entry box for the employees ID number The first time that this page is displayed the location will be blank and the employee will be directed to the change location screen Once the location is chosen the first time it will then appear every time the Time Clock is opened The location can be changed at any time by clicking on the Location Button to the right of the Date and Time TACS Manual 1 Date Last Updated June 10 2005 Chapter 1 Opening Time Clock PLEASE NOTE The locations for the timeclock are now kept in a table instead of using cookies on the computer By keeping the locations in the table that will help eliminate losing the location and having to select a new one every so often A TACS Signin Microsoft Internet Explorer File Edt view Favori
7. he leave card For example if a leave card was entered for 8 00am to 12 00pm the leave time will not appear on the time clock screen until 12 01pm Assignment Leave Hours Used Since Last Time Clock Export to Payroll This field will display all leave hours taken since the last time the export was run from TACS It will start calculating time with the first leave card that has not been exported to the host payroll system If no timecards exist for an employee or if this is a brand new installation the system will use the effective date on the assignment TACS Manual 8 Date Last Updated June 10 2005 Chapter 2 Clocking In and Out Leave Types This field will display leave types balances as of the end of the last pay period leave used since last time clock export to payroll and the available balance which does not include leave accrual Message Board If this employee had any messages they would appear in this section of the Time Clock Confirmation Screen Once the employee has verified this screen is correct he she can then click on the OK button The Time Clock is now ready for the next employee to clock in or clock out 9 TACS Manual Date Last Updated June 10 2005 Chapter 2 Clocking In and Out Chapter 3 How to View and or Print Timesheet If the school district has decided to allow employees to view print timesheets at the timeclock you will see the following screen Welcome to SARTOX MAIN OFFICE
8. is field will display In otherwise the employee is clocking out and the scanned field will display Out This field also displays the current date and time Assignment Hours Worked this Week This field will display the hours and minutes worked for this particular assignment for this pay week as of the date specified The week is determined by the pay date specified and the day set up in the master parameter table as the beginning of the work week Assignment Leave Hours used this Week This field will display the hours and minutes of all leave taken this week The week is determined by the pay date specified and the day set up in the master parameter table as the beginning of the work week Any leave that was taken today will not appear on the time clock screen until after the end time on the leave card For example if a leave card was entered for 8 00am to 12 00pm the leave time will not appear on the time clock screen until 12 01pm Assignment Hours Worked Since Last Time Clock Export to Payroll This field will display all hours worked since the last time the export was run from TACS It will start calculating time with the first time card that has not been exported to the host payroll system If no timecards exist for an employee or if this is a brand new installation the system will use the effective date on the assignment Any leave that was taken today will not appear on the time clock screen until after the end time on t
9. r locations and would like to view those assignments they will need to click on the show all locations button to display the other assignments An example of this screen is shown below Good Morning TERRI SIMONS Please select an assignment WEST SARTOX FLEM Click here to show all assignments for all locations AIDET 35 Return to Manager Cancel Show All Locations e Once you select your assignment you will then be directed to the Time Clock Confirmation Screen shown below Location WEST SARTOX HIGH 7 CUSTODIAN 12 MOS Time Clock Scanned Date Time QUT 202009 10 40 AM Assignment Hours Worked This Week a 31 from 21412009 Assignment Leave Hours Used This Week 0 00 from 271472009 Assiznment Hours Worked Since Last Time z Clock Export to Payroll PO from 21272009 Assignment Leave Hours Used Since Last F P Time Clock Export to Pawroll B om 2712 2009 Leave used since last time clock export to payroll Available Balance CONF 0 0000 0 0000 0 0000 EXTENDED 0 0000 0 0000 0 0000 Mir SC 0 0000 0 0000 0 0000 ANNUAL 30 0000 0 0000 30 0000 SICK Ii 28 3500 0 0000 28 3500 Mlessage Board 7 TACS Manual Date Last Updated June 10 2005 Chapter 2 Clocking In and Out Location This field will display the location where this timecard belongs Time Clock If the time card has just been created th
10. seconds To view and or print the timesheet after clocking in out I Key or Scan ID and see the screen below Good Afternoon AMANDA VANNS Location SARTOX MAIN OFFICE2 OFFICE Time Clock scanned Date Time N 06 14 2010 03 09 PM Assignment Hours Worked This g ae 0 00 from 06 12 2010 View Timesheet Assignment Leave Hours Used This g Pi 0 00 from 06 12 2010 Assignment Hours Worked Since Last Time Clock Export to Payroll eo from 4 2 2010 Assignment Leave Hours Used Since De a Last Time Clock Export to Payroll 2 from 242010 II Click the View Timesheet button and see a screen similar to the one below TACS Manual 12 Date Last Updated June 10 2005 13 06 13 2010 06 14 2010 Cancel anan III Choose the desired date range and then click OK Durham County Schools Employee Name VANNS AMANDA T Date 06 01710 06 02 10 06 0340 06 04 10 Weekly Total 06 05 10 06 06 10 06 07 10 06 08 10 06 09 10 06 10 10 06 11 10 Weekly Total 06 12 10 06 13 10 06 14 10 Weekly Total Grand Total 3 09 pm SARTOX MAIN OFFICE Employee Timesheet Job Title OFFICE Run On Mon Jun 14 2010 Employee ID 3 10 pm Chapter 2 Clocking In and Out Date Range 0601010 0694 2010 IV Click Print to print the timesheet or close report to close out of the timesheet without printing TACS Manual Date Last Updated June 10 2005 Ch
11. t for summer Done Local intranet E Inbox Microsoft Gut Gy TACs _UserManualz yj TACS Signin Micros HO 11 TACS Manual 2 Date Last Updated June 10 2005 Chapter 1 Opening Time Clock PLEASE NOTE You can set the location of the time clock in the URL Address if you would like To do this the address would be typed in like the following http servername tacs timeclock frmlogin aspx LocNum XXX 3 TACS Manual Date Last Updated June 10 2005 Chapter 2 Clocking In and Out Chapter 2 Clocking In and Out The employee should see the following screen once they open the Time Clock Application TACS Signin Microsoft Internet Explorer Welcome to LINCOLNTON HIGH Today 1s Tuesday June OF 2005 Current Time 9 51 11 Afl Please scan your card or enter your ID lt lil a Local intranet S TACS Signon GF R iDocument A Blip 3 49 4m Inbox Micro Lu 2 Microsoft Steps on How to Clock In The first step is for the employee to scan their card or key in their Badge number and press the Enter button If the Badge Number is not valid they will get an error message that appears in red to the right of the ID box that says Badge ID Not Valid or The Badge Number is Inactive e If the badge number does exist and is active then o If the employee has only a single assignment they are directed to the Time
12. tes Tools Help ae O O DAO P ko 3 2 a Dh S Address http fsartoxs09jtacsitimeclock frmLogin aspx SE Links e and Welcome to Attendance TTN on Capture System LINCOLNTON HIGH Today 13 Thursday June 09 2005 Current Time 11 35 48 AM To change the location Name Click on the location button to the or enter your ID Co O right of the Date and Message Board Time summer a gt 5 Done a Local intranet 1 TACS Manual Date Last Updated June 10 2005 Chapter 1 Opening Time Clock CHANGE LOCATION NAME Click on the Location button and a screen similar to the one below should appear Ss Es5 Attendance Se See Change Location EAST LIMCOoLM MIO COLE G E MASSEY IRON STATION LIM OLC TON HIGH LIM OLCNTON MDO GOLE LOME ME hero RIAL MORTH BROOK MORTH OWN COLM HIGH SCHAAL PUMPKIN CENTER ELE PUMPKIN CENTER MIO OLE n a E Z RA od Local intranet fe Inbox Microsoft Toy Tels LiserlXlanual ae SebFLocabtion Vicrio rz oe iD er i 11 45 AM Select a location to be displayed and click the Enter Button The new location name should now appear on the main page The screen below shows the new location T TACS Signin Microsoft Internet Explorer Welcome to ROCK Attendance SPRINGS Capture System Today is Thursday June 09 2005 Current Tirne fi2 o1 19 Ph Message Hoard School s ou
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