Applies to versions: 3.0

Tabbed Employee Administration View

Employee Administration stores information on each of your employees, including their login username/password, ID/badge number, and current employment status.

Using the left pane Main Menu, click on: Employees » Employee Administration.

Search and Display Options

• Click on the + (plus) sign in the upper left corner of the Search and Display Options bar.
• Here you can filter which employees and which fields show in the Employees table below.  

• On the left, there are a series of search boxes.
• On the right, there is a list of Available Columns and a list of Displayed Columns.
  • Move items from the Available Columns window to the Displayed Columns window by clicking on the desired field to highlight it, then clicking on the blue right arrow to move it. You can also just simply double click the item you wish to move.
  • Move unwanted items from the Displayed Columns list by clicking on the field to highlight it, then clicking on the blue left arrow to remove it. Again, you can also just simply double click the item you wish to move.
  TIP: You can select multiple items to move by holding down the CTRL key while clicking on the individual fields. All the selected fields will be highlighted.

•  Once you have selected your desired fields, click on the Display button to view your selections.
• To quickly bring up this same filter in the future, click Save Preset. Enter a name for it, then choose who can use this preset: personal, division, or global.
• To save this as the default, click the Make Default button while the preset is selected.

• Click on the + (plus) sign to the left of the employee's name to view/edit details.
• Click on the column header (Full Name, Organizational Unit, etc) to sort the table by the selected column values.
• Click on a column value (such as an Employee's Name, ID/Badge number, etc) to quickly access that detailed information for the employee.
• Employee Information can be imported from and exported to a spreadsheet program using the Employee Import/Export optional module.

Required tab

• All employee information required to start using the TimeIPS system is conveniently displayed in the Required Information tab.

Personal tab

• How names are viewed in the TimeIPS web pages is defined in Administration » System » Company/Divisions » Division Settings. How names are viewed on the small display when employees clock in and out is defined in Administration » Clocking » Clock Configuration.
• The Username and Password fields are not required for the employee to clock in or clock out from a TimeIPS time station. They are required for employees to view or edit information in TimeIPS or to clock in/out from a computer terminal (Remote Clocking).
• Employee Social Security Numbers (SSN) can only be viewed by a payroll administrator.
• Check Require PIN if the employee is required to enter an employee-defined Personal Identification Number when Telephone Clocking. Check Force Re-registration to require the employee to define a new Personal Identification Number on his next clock in/out using Telephone Clocking. Validate PIN numbers for employees with 'Require PIN' is set must be selected under Telephone Clocking.
NOTE: If using web based clocking from a computer terminal, a username and password must be defined on the employee's Personal Information tab.

To Add a Photo

1. Click on Edit Photo. The employee's Personal tab will expand as shown below.
   
   
   


2. Click on the Browse button and navigate to the folder containing the employee's photo.
   TIP: Employee photos can be taken with a regular digital camera and then saved to your computer or loaded directly from the camera's memory card.
   
   NOTE: Employee photographs must be saved in .png or .jpg format for use with TimeIPS barcode ID badges. Images over 180 x 180 pixels will be scaled to fit the ID badge.
3. Select the employee's photo and click on Upload New Photo.
4. The employee's photo will appear.
   
   
   
TIP: To hide the employee's photo section, click on the "Hide Photo" button.

NOTE: To delete an employee's photo, click on the "Delete Current Photo" button.

 

 

 

Details tab

• All employees with the Manager Administrative Privilege are listed in the Manager drop-down menu. Select the employee's manager from the list.
  TIP: When initially adding employees, add your managers first and mark them as such in the Administrative tab.
• TimeIPS uses Payroll Types to group employees with the same payroll period and Holiday qualifications. Payroll is run once for each Payroll Type. Time Reports and Special Reports may be run per Payroll Type.
• Holiday Groups are used to assign employees different sets of holiday rules.
• TimeIPS uses Organizational Units to designate employee groups in the Directory and on the Currently In Employees Status View. The employee's Organizational Unit is included on most exported reports for sorting purposes.
• If departments have been set-up, employees can be assigned a Default Department. Whenever the employee clocks in without specifying a department, they will automatically be clocked into the department selected here. (The IPSIPS optional module is required for Job Management.) The employee's default department will also be automatically selected when Group Clocking or inserting events in the Time Edit/Report.
• If jobs have been set-up, employees can be assigned a Default Job. Whenever the employee clocks in without specifying a job, they will automatically be clocked into the job selected here. (The IPSIPS optional module is required for Job Management.) The employee's default job will also be automatically selected when Group Clocking or inserting events in the Time Edit/Report.
• The Employee ID/Badge Number is 1-64 alphanumeric characters. The employee will either key this number into the key pad or swipe, scan, or touch the corresponding badge/device through a reader to clock in and out.
• The Alternate Number is an optional employee tracking number that is included on reports and payroll exports. Enter the Volt or ADP employee identification number if using either of those Payroll Exports.
• TimeIPS uses the Payroll Sync "Start Date" to determine benefit accruals and Holiday waiting periods when using the Accruals feature. See Quick Books Integration with Benefits Tracking optional module for more information.
• Click "Edit" next to Workweek Group to bring up the workweek group configuration page.
• Check the Allow Clocking box to allow the employee to clock in/out by walk-up, remote and/or phone clocking. Uncheck to disable this option.
  
• If the employee has not yet had work or benefit time, there will be an option to Delete Employee. Clicking this button permanently removes the employee from the system. If the employee has work or benefit time, the delete option will be disabled.
  
• You can print an individual employee's barcode badge by clicking on the "Print Badge" button.
• If needed, use the Suggest ID/Badge Number button to create a new badge number for the employee.

 

 

 

Employment tab

To add, view, or edit Employment/Pay History, click on the "Employment" tab.

To create a New Employment/Pay History Entry



• Click on the + (plus) sign to expand that window.
• Enter the Employment/Pay Span Start date and time in the employee's timezone.
NOTE: This time range should include all of the employee's worked time. Holidays, Benefits, Piecework, and other areas throughout the system will display a warning message if time outside of the employees pay range are attempted to be entered.
• Optionally, enter the Employment/Pay Span End date and time in the employee's timezone. This may be the end of a pay rate as well as the end of employment in general. If blank, it is ongoing and does not end.
• Select a Pay Type from the drop down menu.
• Enter the employees Pay Rate.
• For non-exempt salaried employees only, enter the Scheduled Weekly Hours that the pay is intended to cover.
• Enter the employee's Title.
• Enter employee Status (such as "Training", "New Hire", or "Regular") to be used for internal tracking.
• Select whether this employee has Full Time or Part Time status as defined for insurance and/or other benefit policies.
• Select whether or not this Is a Key Employee as defined by IRS regulations.
• If Holiday waiting periods and eligibility start with this pay history segment, check the Start of Holidays box.
• If Benefit waiting periods and tenure levels start with this pay history segment, check the Start of Benefits box.
• Optionally, add a Note.
• Click on the Add Entry button to add the employee's pay rate.

To View & Edit Pay History



• Click on the + (plus) sign next to the entry you wish to view.
• Make any necessary changes and click on the Save Row button.
• If this pay history entry needs to be divided into 2 separate time periods, click on the Split This Pay History button and enter in the date of the split.
• To remove this entry, click on the Delete this pay history period button.
NOTE: If an employee does not have an open pay range, the system will consider them "inactive". To view this and other inactive employees throughout the system, you can choose to "Show" Inactive Employees on the List Options tab under My Settings or on individual pages under Display Options.

 

 

 

Biometrics tab

On the "Biometrics" tab, the individual employee's settings can be customized and therefore be different than the System Defaults. The System Defaults are setup on the Biometric Validation page found under Clocking in the left hand menu.

• Here, a specific employee's Biometric Security Level can be chosen.
• As well as the action to be taken when a biometric read fails. 
• The numbers of templates and progressive templates stored in the system are viewable including details of how many times and when the templates were last matched.
  
  • To remove individual templates, click the View Details button and then click the red X.
  • To remove all of the employee's templates, click the Clear Templates button. The employee will be taken through enrollment the next time they attempt to clock.







 

 

 

Contact tab

• Address and phone number(s) display in the Employee Directory if Visible in directory is checked.

 

 

 

 

Emergency tab

• Click on the Contact #2 tab to enter an additional emergency contact.
• Check Publicly Viewable if the emergency contact information should be viewable by others.

Email tab

Email Settings

• Mark the employee's email address as the Default E-mail and it will display in the Company Directory. Mark No E-mail/Private E-mail radio button if the employee's e-mail address is not entered or if you do not want the employee's e-mail address to display in the Employee Directory.
• Check the HTML checkbox to generate End of Week reports in HTML, or leave the checkbox unchecked to generate a text version of the End of Week report.
• Check the Each Clock checkbox to e-mail a notification to the corresponding e-mail address each time the employee clocks in or out
• Check the Clock Errors checkbox to e-mail a notification to the corresponding e-mail address of every clock event error. A Clock Error occurs when an employee clocks in then back out, or vice versa, within 60 seconds.
• Check the End of Week checkbox to e-mail the employee's weekly time report to the corresponding e-mail address.
  NOTE: The End of Week report includes a detail of clocks and time worked, End of Week Benefit status, and Hours Worked This Pay Period.
• Check the Overtime checkbox to e-mail a notification to the corresponding address when the employee is approaching overtime based on their Scheduled Hours per Week and Overtime Limit.
  • The Overtime Limit is the number of minutes prior to overtime that Overtime alerts should be sent. The employee's Scheduled Hours per Week are defined in Administration » Payroll and Reports » Payroll Settings. The Payroll Integration with Benefits Tracking optional module is required to customize employee's work weeks and define custom overtime/doubletime rules. By default, employees go into overtime after 40 hours worked during the work week or 12 hours worked in a day.
  • The Overtime Alert Interval determines how often the overtime alert should be sent. The alerts will automatically stop when the employee either clocks out or goes into overtime.
• Check Schedule Alert to e-mail a notification to the corresponding address when the employee deviates from his/her set schedule. The employee's schedule is set on the Scheduling Information page. The IPSIPS optional module is required to enter an employee's weekly work schedule.
• Check the Show Errors checkbox if you would like the small LCD display to denote the clock event as a Schedule Error.

 

 

 

Direct Mail

• If there are more than 3 recipients needed, use the Direct Mail tab to add additional recipients.
  TIP: Save time by choosing to "copy these settings to" other employees.

 

 

 

End-of-week Report Options

• (Optional) Check the applicable check boxes to hide benefits on report to exclude specific benefit details on the EOW report. This option can be set per employee.
• These checkboxes will be unchecked by default.
NOTE: If using the Advanced Benefits Module, any benefit types added are available to be selected.

 

 

 

Schedule Templates

• If IPSEML is being used, customized emails can be sent in response to a variety of situtions.

   

Miscellaneous tab

Notes

• The "Equipment List", "Physical Keys", and "Alarm Access" fields are automatically audited.
• "Notes" will display in the Employee Directory ⇒ Employee Lists for all employees to view.

 

 

 

Documents

Click on the Documents tab to attach and/or view documents associated with the employee.

To Add a Document
• Click the + (plus) sign next to Add Document.

• Click the Browse button and navigate to the document.
• Employee documents are viewable by the employee they were uploaded to when that employee is logged in. Check the box for Make Public if you would like the document to appear on the employee's Documents list in Classic View.
  Note: In regard to the "Make Public" option, Company Documents and Employee Documents work differently.
• Enter identifying information about the document in the Description field and click on the Add Document button.
TIP: The documents section can be used to store employee-related documents such as job applications, W-2's, and contracts.

NOTE: Documents saved in this area can be included in your back-ups by choosing "System » Backups" and clicking on the "User Media Backup" option. Please note, however, that this may increase the file size of your back-ups significantly.

Resource Links

• Click on the Resource Links tab to view a list of resources available to the employee.
NOTE: This feature requires the IPSLNK module. For more information, go to the IPSLNK External Employee Resources page.

 

 

 

Demographics

• Click on the Demographics tab to enter information regarding the employee's gender, U.S. citizenship, ethnicity, marital status, disability status, and military status.

 

 

 

Hire Notes

• Click on the Hire Notes tab to add relevant employee notes related to the employee's hiring and/or the employee's release.

 

 

 

Clock Message

• Click on the Clock Message tab to save a message that will be seen every time this employee clocks in or out. Clear the message to disable it.

Permissions tab

• Click on the Permissions tab to assign the employee's TimeIPS permission level(s).
• Check the corresponding box for each permission group that needs to include the employee. The employee will receive the sum of all the permissions allocated by the permission groups selected.

Departments tab

• The Departments tab allows you to select the employee's Department Membership which controls which Departments are available for the employee to choose from when making benefit requests, recording piecework, or inserting time.
  
  

Schedule tab

• Select the employee's Schedule Group from the drop-down box.
• Schedule Source: Select where this employee receives their schedule. 
  • Custom allows you to enter the employee's individual work schedule by day, including the total minutes allowed before or after the scheduled clock times.
    NOTE: Employees with custom schedules can also be the schedule source for those in their schedule group and/or shift.
    • First, make sure the week you wish to make changes too is showing. Use either the left and right arrows or type in a date to jump to it.
    • Choose whether This schedule day should: apply to this day and future same days of the week, apply only to this day, or inherit from a previous same day of the week.
      Note: When the "inherit" option is selected, the rest of the options in this section are grayed out and therefore uneditable.
    • Checkmark Deny Early Clock-In to prevent the employee from clocking into TimeIPS when they are outside of their schedule (includes the additional minutes before or after their scheduled clock times.)
    • Checkmark Deny Late Clock-In to prevent the employee from clocking out of TimeIPS when they are outside of their schedule (includes the additional minutes before or after their scheduled clock times.)
    • Checkmark E-Mail Schedule Violations to generate an e-mail notification when the employee clocks in or out of TimeIPS outside of their assigned schedule.
    TIP: Click on the "Copy/Clear" tab above the daily In/Out times to quickly clear the schedule, load a standard 8-5 schedule, copy Monday to Tuesday-Friday, copy Monday to Tuesday-Sunday, copy a schedule forward to the next week, or to copy one employee's schedule to another employee(s).
    • The Scheduled total work hours per week that the employee is expected to work can be specified.
    • Employee's schedules must have a start time for the week. Select the Schedule "days" begin on day of week and time of day from the drop-down boxes. If an employee's day begins at a time other than midnight, you may want to have one or more of the schedule points fall on a different calendar day. For example, an employee's schedule begins at noon, their first in could be 8pm, first out could be 12am, second in could be 1am, second out could be 4am.
  
  
  • By Schedule Group allows this employee's schedule to be determined by the schedule group selected above.
  
  
  
  
  
  
  • By Shift allows this employee's schedule to be determined by the schedule selected in this employee's shift. (For instructions on setting up an employee's shift, see the Shifts article.)
• If you would like the employee to see their hours worked or remaining time to be worked in a week, select "SHOW." When the employee clocks in or out at a network clock, telephone clock, or remote clocking, it can show the number of work hours remaining for the week.
• Select whether or not to Use Schedule Group "Time Balancing" to Balance Daily Hours. If you select yes, see the Time Balancing tab on the Schedule Groups article.

 

 

 

Custom Tab

• The Custom tab will display the above message prior to creating custom fields.
• To create custom fields, go to the left hand navigation column: Administration >> Employees>> Custom Fields. Add a Field Key and Field Title, then press create.

• The Custom tab will now display those custom fields which can be filled in with the employee's corresponding information.
NOTE: This feature requires the IPSCDF module.

Doc & Notes Tab

• The Doc & Notes tab is an access point to our legacy change log event and document tracking system. This is not recommended for new deployement.

Burdened Rates tab

• The Burdened Rates tab allows you to track the the actual cost for employee's time in comparsion to the employee's wages. For example, an employee making $10 per hour actually costs the company $15 per hour based on company overhead, taxes, etc.
• Often used for employees from a PEO or Staffing Agency where a set markup applies. In addition, PEOs and Staffing Agencies often reduce the markup after a certain amount of hours have been worked. Click "Add a New Effective at Hours Limit" to add a new burderned rate level for an employee who has worked a larger number of hours.
  
NOTE: This feature requires the IPSBRD module.

• Here is an example of the Burdened Rates specified.

Allocations tab

• The Allocations tab allows you to allocate the employee's time into categories.

• Allocations are commonly used for employees working in multiple locations and in conjuction with grants. Generally displayed on custom reports or custom payroll to show the proportion of time worked in different areas.
NOTE: This feature requires the IPSBRD module.

Payroll Tool tab

• The Payroll Tool tab allows you to see the payroll exports that included the employee.

Helper tab

• The Helper tab allows you to copy information from one employee to another.