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Time & Payroll Setup


How do I set up Time Tracking? *

TracManager allows setting of rules based upon established policies.

  • Select Time Precision preference for rounding time up/down for clock in/out. This determines the smallest amount of time to track when logging into Jobs. Default is 3-minute increments.
  • Select Shift Date Rule by selecting preferred option. By default, the selection: “Always use clock in date as shift date” box is checked.

  • Set Auto-Clock Out: If employee remains logged in to the same Job and Activity past their scheduled end time, the Auto-Clock Out option will automatically clock them out after the selected number of hours.
  • Set Out of Schedule Policy: Determines how TracManager handles early and late clock in/out times that are not intended to be paid. Select preferred method.
  • Qualify, if necessary.
  • Select whether to use First/Last Job and Activity when logging in/out of Data Capture.
  • Set Job/Activity.

  • Select Automatic Timesheet Approval preferences for data capture methods.
  • Set Auto Approve Time option if Automatic Approval is enabled.

  • Select Timesheet Approval Restriction parameters in order to generate errors/flags during the timesheet review process.

  • Set Tardy Policy to comply with the existing Company Policy.

  • Assign Job and Activity to track Tardy behavior for reporting purposes.
  • Multiple Tardy Policies may be created for assignment to different Workgroup Schedules.
  • An Overhead “Tardy” Job may be created in the Job List and set as “Unpaid”. This allows easy reporting of tardy hours.

How to I Set Up Employee Payroll? *

The Payroll section allows entry of established basic payroll settings & defaults.

  • Establish First Day of Payroll Week by selecting from the drop down menu.
  • This should agree with QuickBooks Payroll Schedule if integrating and sharing Timesheets.)

What is the difference between Exempt and Non-Exempt employees? *

 * Note: Employers must make sure they abide by both federal and state wage and hours laws.

Exempt: Most commonly exempt employees are administrative, executive, and professional employees, computer professionals, and outside sales employees. These employees are generally considered exempt from overtime pay as their hours are not normally tracked nor is their pay reduced by absence. Normally, these are salaried employees. *

Non-Exempt: Generally, (hourly) employees that are entitled to overtime pay under the Fair Labor Standards Act are considered non-exempt because employers must pay them time and a half when they work more than 40 hours in a week. Therefore, they are not exempt from overtime pay. *

How do I setup Payroll Rules? *

  • Select payroll rules for Exempt and Non-Exempt employee classifications. Multiple Exempt and Non-Exempt Rules may be created as needed.

Exempt Settings:

  • From the <General> tab, select box indicating “Overtime Exempt”.

  • Under the <Timesheet> Tab, set time calculation methods and lunch break preferences.

  • Under the <Exempt> tab, select payroll hours preferences and job cost methods.


Non-Exempt Settings:

  • From the <General> Tab, select whether to pay Shift Premium.

  • Choose whether Overtime Pay is based upon number of hours per week or per day. Set Overtime Rates: Further indicate overtime and shift differential calculation methods and rules on the <Weekly OT>, <Daily OT > and <Night Shift> tabs.
  • Under the <Timesheet> Tab, set time calculation methods and lunch break preferences.

  • On the <Holiday> tab, select holiday rules that coincide with the existing holiday policy as it applies to work performed on established Company Holidays.

What are Pay Types? *

Pay Types (Earning Codes): These codes identify the type of earnings to be paid. If using a third party payroll processor, or integrated QuickBooks software, set the Pay Types to agree with the these systems in order to avoid confusion and/or errors.

Additional Pay Types may be set by double-clicking on any User Defined field label and renaming.

How do I set up Worker’s Comp Rates? *

Workers’ Compensation: Select whether to use Workers’ Compensation codes and preferences.

  • to set up new Workers’ Comp codes and rates.
  • Repeat as necessary

The rates will be applied to either Activities or Employees in individual records as needed.

What is Payroll Burden? *

Payroll Burden: Typical costs associated with the burden rate include payroll taxes, workers’ compensation and employer paid health insurance, paid time off, training and travel expenses, vacation and sick leave, pension contributions and other benefits. Tracking the payroll burden rate provides a more accurate picture of total labor costs than payroll costs alone. Set default payroll burden rates for Medicare, Social Security, Federal Unemployment, State Unemployment and any other applicable default, labor-related burdens.

  • Custom Field Captions may be added by double-clicking on the field label and entering a new name.
  • Default rates may be Updated or Copied to all employee records from this tab by selecting the appropriate button. These may also be changed individually in each employee record on the Payroll tab.

         (For Job Costing purposes, the rates entered at the Employee Record level will be used.)

Activity Based Compensation: Utilize this only if paying a specific amount of compensation per activity. Rates for individual activities may be set at the Activity Record.

How do I setup Prevailing Wage? *

Prevailing Wage: If applicable, set Prevailing Wage rate calculation method. (Workgroup, Activity, Employee, etc.,.) In union and government contracting, a Prevailing Wage is defined as the hourly wage, usual benefits and overtime, paid to the majority of workers, laborers, and mechanics within a particular area.  The employer is required to pay workers the Prevailing Wage as defined by the job (or contract).

  • Select <Add/Change> to create new wage rate.
  • Select and item from the list on the left and to include under selected Prevailing Wage Rate*

*Note: Employers should comply with all Federal, State and Local Labor Laws by verifying requirements with the Department of Labor.

Custom Report Signatures: Signature block phrases may be added here for inclusion in certain employee timesheet reports and/or for maintaining HR records.

  • Text will be saved on exit

How do I set up Employees? *

Employees section of the Setup Wizard is comprised of four sections: Employee Schedules, Custom Fields, Employee Workgroups and Holidays Scheduled.

Employee Schedules:  A schedule must be created for each variation of employee schedule or “shifts” worked.

  • From the green <Menu> button, select <New Schedule>
  • Name the schedule: ExInstall

  • Using selection box, select first day of scheduled week.
  • Enter Start Time, Lunch duration (if applicable) and Stop Time in fields provided.
  • Using check boxes, select additional days of week to which this schedule applies. TracManager will populate each day automatically by duplicating the initial settings.
  • Continue repeating process until all necessary schedules have been set up.
  • Select Tardy Policy (may be left as Default)
  • Select Holiday Schedule (may be left as Default)

Custom Fields: Add captions for Custom Fields for employee records such as Date of Hire , Date of Birth , Spouse, Emergency Contact, etc., which will appear in the Employee Record.

  • Enter Caption Text in fields provided.

Employee Workgroups: Workgroups are typically groups of employees performing similar Activities, such as Admin or Painters.

  • From <Menu>, Select <New Workgroup>
  • Enter new Workgroup Name.
  • Initially leave the Use Job Budget for Help List selector blank.

Holiday Schedule: Create New Holiday Schedules annually, or as needed.

Select and enter name for new schedule such as 2016 Holidays.

  • Enter Holiday Name and Date.
  • Select <ADD> to save.
  • Continue as necessary to reflect established the Company Holiday schedule.