Applies to versions: 1.5

Jobs (Version 1.5.)

Security Level Required: Manager, Employee Administrator, or Payroll Administrator

Using the left pane Main Menu, click on: Administration » Job Management » Jobs

Job Administration Screen

To Add a New Job

1. Click on the
   
   
   
   New Job icon at the top of the page.
2. The Add New Job screen will appear.
   
   
   



• (Required) Long Name: If a computer monitor is connected directly to your TimeIPS time station, the Long Name displays when employees clock in and out of a job. Long names must be unique within each job category. Maximum 24 characters.
• (Required) Short Name: The job Short Name displays on the TimeIPS small LCD display. Maximum 14 characters.
• (Optional) Category: Job categories can be used to help organize jobs. Set up the categories before entering jobs by using the Job Categories link from the Jobs menu in TimeIPS.
• (Optional) Manager: If a manager is selected for a job, the manager (and all of that manager's managers) can view reports and edit time events pertaining to the job they manage.
• (Required) Type: Flexible (web-only) jobs are designed for employees to designate how they spent their time worked after the time has been worked. Validated (station-only) jobs are designed to track actual time worked, in real-time, on specific jobs.
• (Required for Validated jobs) Job Code: A Job Code can be 1-12 alpha-numeric characters in length. Each Job Code must be unique. Employees clock in and out of jobs using the this job code. The employee will enter the job code from the TimeIPS numeric keypad, from an alpha-numeric computer keyboard connected to TimeIPS (PS2 or USB), or with a barcode scanner when clocking in/out of jobs.
  NOTE: The TimeIPS 8150 Series Barcode Reader requires a minimum of 4 characters. The TimeIPS LS4000 Series Barcode Reader will read 1-12 characters.
  
  NOTE: Job Codes can include numbers, capital and lower case letters, and dashes. Job Codes are case sensitive.
• (Optional) Description: Enter a description of the job for reference, if desired.

3. Click on the Create Job button to add your new job.

To Enter Job Details or Edit an Existing Job

General Tab

• After clicking on "Create Job", the new job will be added and the job record will automatically open to the General tab. To edit existing jobs, click on the + sign next to the job name to open the job record.
  
  
  


• Enter or edit the Job Details as needed.

Billing Tab

• The Control Number can be used to link job codes to another application you might be using.
• GL (General Ledger) Number can be used to indicate an account number associated with the job.
• Each job can be assigned a Billing Rate that will display on the Extended Employee/Job Report. This rate will not be used to calculate the employee's gross pay for each job. You can, however, use functions within your spreadsheet application to create gross billing calculations.
• Jobs can be assigned to specific Customers. Set up the Customers before entering jobs by using the Job Customers link from the Jobs menu in TimeIPS.
  NOTE: You can create Customer and/or Category information at a later time and assign jobs accordingly for reporting purposes.
• Each job can be assigned a specific Pay Rate that will be applied to any employee who works this job (if a specific job rate has not been assigned to that employee).
  
  

  To add a job Pay Rate:

  • Click on Add Pay Rate. The window will expand and the job rate option fields will appear.
    
    
    
  
  
  • Enter the Hourly Rate, Rate Multiplier percentage, or Hourly Differential and the date and time the rate becomes Effective.
    
    • Hourly Rate: An employee working this job will earn this rate instead of his/her usual hourly rate (defined in the employee's Employment tab in Employee Administration). Enter as a dollar amount.
    • Rate Multiplier: An employee working this job will earn his/her usual hourly rate (defined in the employee's Employment tab in Employee Administration), multiplied by this percentage. Enter as a number. Do not enter a percentage sign.
    • Hourly Differential: An employee working this job will earn his/her usual hourly rate (defined in the employee's Employment tab in Employee Administration), plus this differential. Enter the dollar amount to be added to the employee's base rate (i.e., .25 for twenty-five cents).
    NOTE: Only one of the above pay rate types may be assigned per job.
  • Click the Add button. The rate will be added.
  • Click on the Edit button to make changes to the rate type or effective date.

Employee Rates Tab

Each job can be assigned specific pay rates per employee.

• Click on the Employee Rates tab to view, edit or add individual employee job pay rates.
  
  
  


• Click on the Add Employee Rate button. The "Select Employee" window will appear.
  
  
  


• Choose the Employee from the drop-down box and click on OK to continue or Cancel to close the window.
• After clicking on OK, the window will expand and the job rate option fields will appear below the name of the employee you selected.
  
  
  


• Enter the Hourly Rate, Rate Multiplier percentage, or Hourly Differential and the date and time the rate becomes Effective.
  
  • Hourly Rate: An employee working this job will earn this rate instead of his/her usual hourly rate. Enter as a dollar amount.
  • Rate Multiplier: An employee working this job will earn his/her usual rate, multiplied by this percentage. Enter as a number. Do not enter a percentage sign.
  • Hourly Differential: An employee working this job will earn his/her usual base rate, plus this differential. Enter the dollar amount to be added to the employee's base rate (i.e., .25 for twenty-five cents).
  NOTE: Only one of the above pay rate types may be assigned per employee for this job.
• Click the Add button. The rate will be added.
  
  
  


• Click on the Edit button to make changes to the rate type or effective date.
• Each employee that has been assigned an individual job rate will be listed by Name and Current Rate.
  
  
  


• To review all job rates that have been assigned to an individual employee, click on the View History link for that employee. The window will expand to display that employee's rate history.

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EXAMPLE: In the image below, we can see that Alan Alpha's pay rate for Quality Control increased from an hourly differential of .50 beginning 12/31/2006 12:00am to .55 as of 04/01/2007 12:00am.






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Flexibile (web-only) Jobs

Information relating to a specific job, such as the invoice number, due date, location, and the like, can be stored through custom fields called Auxiliary Fields. Auxiliary Fields can be added to flexible (web-only) jobs.

• If you chose Flexible (web-only) as your job Type, after clicking on "Create Job", the job record opens to the General tab.
  
  
  Flexible (web-only) Job

To Add an Auxiliary Field

1. Click on the Edit Auxiliary Fields button.
   
   
   
2. Type in the name of the Auxiliary Field then click on the Add button.
   NOTE: Auxiliary Fields must be alphabetical and a maximum of 24 characters.
   
   TIP: You may enter as many Auxiliary Fields as needed to capture specific information for each job.
3. Repeat step 1 to add additional Auxiliary fields.
4. When finished entering Auxiliary fields, click on the Done button




To Edit an Auxiliary Field

1. Click on the notepad icon
   
   
   
   to the right of a created Auxiliary field.
2. Edit the Name of the field.
3. Click on the Submit button to save the adjustment or Cancel to cancel the adjustment.
4. When finished adjusting Auxiliary fields, click on the Done button.




To Delete an Auxiliary Field

1. Click on the negative sign icon
   
   
   
   to the right of the created Auxiliary field.
2. When finished adjusting Auxiliary fields, click on the Done button.
   NOTE: You cannot delete an Auxiliary Field if the auxiliary field has been used for that job.