Time Clock  

In the Manage module, the Time Clock is at the upper right.

The employees are set up in the Employee list. To clock in, the employee should click their name and then the Clock In button. To clock out they click their name, then a status below the buttons, then the Clock Out button. This forces them to specify whether they are clocking out for lunch, break, or to go home for the day. The displayed time is the time of the computer where the mySQL program is running, so the time may be a minute or two different than the local computer time. This keeps all clocking in and out consistent throughout the office and prevents tampering with the computer clock if the server is physically unaccessible.

If employees want to see their time card, they can click their name and then the View Timecard button.

The payperiods need to be setup ahead of time in PayPeriod Setup.

To edit a clock event, double click on it.

This is where you or the employee may edit the time if a mistake was made. Notice that you cannot edit the actual time, but only the displayed time. Any times that have been altered in this manner are clearly marked in the time card with the amount of time that they were altered by. You should establish a policy that all alterations must be accompanied by a note as to why they were altered.

In this window, you can also change the Status and whether it was a clock in or out. This is useful if someone makes a mistake.

1. Forgot to clock out when leaving for the day: The next morning, they realize the mistake and clock out. Then they immediately clock back in to begin today's time. So at this point, the only clock event that is in error is the second from the last. Double click on that clock event and change the day to the previous day and the time to when they estimate they clocked out. The status will remain 'home' since they were clocking out to go home. When you click OK, that entry will show -16 hours, or possibly much more. That's ok. It is simply a visual reminder that a really big mistake was made.

2. Clocked out for lunch and then never came back to work. Then next morning, they clock in as usual. All the times are now correct, but the status of the second from the last clock event is misleading. Double click on that item and change the status to Home.

3. When clocking out for break they discover that someone else in the office accidently clocked out for break on their timecard. So now it shows that they have been on break for 2 hours and their time is still ticking. Solution is to clock back in. Double click on the last clock event and change the time to be one second after the erroneous clock event. Do not set the time to exactly the same as the erroneous event because that might accidently change the order that the items show on the page and alter the calculations.

In addition to the regular clock events, you can also add adjustments to a timecard. Click the Add Adjustment button

Set the date and time so that this entry will show where you want it to on the timecard. Enter the number of hours. If you are trying to make an adjustment to the regular hours, then leave the overtime box unchecked. But if this is an entry for the amount of overtime that was performed, then check the overtime box. This will cause the hours entered to be transferred from regular time to overtime.

At the end of a payperiod, as you are preparing paychecks, you can click the compute overtime button. Any week that has more than 40 hours will have an adjustment added for overtime.

At the end of the pay period, open each employee time card and print. The totals for that time period will be shown at the bottom.

In the Security window, at the bottom are two checkboxes related to timecards.