888 534-5994 Time Guardian Version 4.
AMANO Time Guardian ® Time and Attendance System Version 4.
Table of Contents Chapter 1: Introduction .........................................................................................................1-1 Features and Requirements .................................................................................................1-1 Features............................................................................................................................1-1 Requirements......................................................................................
Table of Contents (Cont.) Editing Employee Total Hours, Tips and Bonuses, and Rates (Wages) ................ 3-15 Editing Overtime Authorization ............................................................................. 3-16 Authorizing Non-Scheduled Hours ........................................................................ 3-17 Pay Period Hours, Wages and Dollar Totals ...................................................................3-17 Module Toolbar .............................................
Table of Contents (Cont.) ADP For Windows ...........................................................................................................4-51 ADP For DOS .................................................................................................................4-52 Paychex PayLink ............................................................................................................4-54 Paychex Preview ...................................................................................
Table of Contents (Cont.) QS 5: Adding, Deleting and Modifying Login Profiles ............................................................9-6 Adding a Login Profile .......................................................................................................9-6 Deleting a Login Profile .....................................................................................................9-7 Modifying a Login Profile ....................................................................................
Chapter 1: Introduction Welcome to Time Guardian, the all in one, easy to use Time and Attendance system. Time Guardian allows you to track and manage your employees’ time and attendance directly from your PC and makes the collecting, reporting and the transferring of employees’ hours to payroll companies easier and quicker than ever before.
Requirements • Windows 2000/NT/ME/XP/Vista. • One Available USB Port. • CD-ROM Drive. • 32 MB of RAM (64 MB preferred). • 100 MB of Free Hard Disk Space. • Screen Display 1024 x 768 small font. 1-2 Time Guardian v4.
Chapter 2: General Installation Guidelines 1. Refer to the Software Installation Manual (AMX-40090X). 2. Install the terminal first, using the appropriate installation guide. 3. Install the Time Guardian software. Time Guardian Software Installation There are three documents available to assist you in the use and setup of Time Guardian: This Time Guardian User’s Guide, the Basic and Advanced Wizard Worksheets, and the Software Installation Manual.
Time Guardian Wizards The Time Guardian Basic and Advanced Setup Wizards will allow you to perform a seamless basic or advanced setup when used with the appropriate Wizard on-line help and Wizard Worksheet. The Basic Setup Wizard is designed for a 3-step rapid installation and configuration of an easy-to-use time and attendance system. While the Advanced Setup Wizard is designed as a 9-step process to configure a more complex time and attendance system with detailed pay policy rules.
The Finish button will only be active when all of the required information is provided. If you have missed one of these fields, the “Finish” icon will be grayed out and you must go back and complete the missing information. Once the initial setup is complete, The Wizard can be used to make modifications to your setup. For instructions on how to do this, please refer to the section about Using the Wizard.
Software Upgrades • With Time Guardian, you can purchase an upgrade access number to expand the employee capacity from 100 to 250 employees via the Toll Free support number. • Should you require a product with more than 250 employees, you can expand your system to an unlimited capacity with Time Guardian Pro. • Time Guardian Pro protects your initial investment in Time Guardian, as terminals, databases, and employee information created in Time Guardian is compatible with Time Guardian Pro.
Chapter 3: Working with Time Guardian Recording Punches at the Terminal (Punching In and Out) One of the main reasons for purchasing a time and attendance system is to accurately track the hours worked by an employee and present this information to managers, payroll personnel and the employees themselves. In order to gather this information, employees must be trained to use the terminal.
Main Dropdown Menus File Menu The “File” menu allows you to create custom toolbar settings, refresh data, backup data, print reports, and exit the application. Click on File from the main Time Guardian screen view and the following dropdown menu will appear: Descriptions of the File submenu functions follow: • Custom Toolbar: Can be used to customize the Time Guardian toolbar by adding or removing buttons.
• Sync Employee(s) with Payroll: If QuickBooks is installed on the local PC and the QuickBooks application is running, this option synchronizes the selected employee(s) Time Guardian information with QuickBooks. Display Menu The “Display” menu allows you to select how you want information presented to you on the main screen.
• Initialize: This function will reset the terminal back to factory settings and clear the memory. You should wait one minute between performing this operation and punching at the terminal. After performing Initialize function, you will have to perform Auto Update function again. • Memory Dump: Uploads all the punch data currently at the terminal to the PC and resets the memory pointer to the start. This function is useful should there be a catastrophic data loss.
• Wizard: Basic: Contains three (3) tabs, including: General, Pay Policy, and Login. The Wizard is the only place that changes can be made. For more information see the section about Using the Wizard. Advanced: Contains nine (9) tabs, including: General, Department, Pay Policy, Pay Code, Exception, Schedule, Employee, Clock, and Login. The Wizard is the only place that changes can be made to Pay Policy, Pay Code, Exceptions Tracking, Payroll Setup, and Time and Hours Display format.
• Support: This selection will automatically create a zipped backup of your data and allow you to send it directly to Time Guardian Support. For more information see the section about General Installation Guidelines, and the section Time Guardian Basic Customer Support in this Guide. • XML Data: this selection will export payroll information for selected employees into a XML file. • WorkSheet: This selection will launch Adobe Acrobat and the appropriate PDF WorkSheet file (Basic or Advanced).
Report and Payroll Toolbars Depending on what is active in the Report/Payroll View, one of the following toolbars will be displayed to the right of the “Custom Toolbar.” When this area is blank, no report or payroll is active. Below is a detailed description of the each of these toolbars. Report Sizing and Scrolling Toolbars The following icons will only be active when a report is being displayed in the Report/Payroll view and are helpful when viewing a report with multiple employees.
Page 1 of 4 Upon clicking "QuickBooks hours integration", the following will appear: Page 2 of 4 Page 3 of 4 Page 4 of 4 3-8 Time Guardian v4.
Grid Display Toolbar Time Guardian allows you to change the data displayed in the Report/Payroll view, Hours Grid, and the Employee Totals. This two-part view displays the date range of the pay period currently being displayed and its relative pay period. Use the red arrows to advance or scroll backward through the data. You can also left mouse click on the Current Pay Period arrow button to open the Pay Period Selection menu as illustrated below.
Report and Payroll View Located to the right of the Report List and below the Icon menus, the Report/Payroll view displays the currently selected Report or Payroll. If no report or payroll is selected, this section will be blank. By default, both the Hours and Reports/Payroll windows are displayed. To view only the Report/Payroll, select Display from the Main menu, and then choose the submenu Report or Payroll to remove the Hours Grid Display from the view.
Employee List The Employee List is Located below the Report/Payroll View and to the left of the Hours Grid View. The Employee List displays all of the employees currently in the system or employees that were selected using the Select Employee sort function. As seen in the example, the icon for the selected employee changes from multiple heads to a single head, indicating that this is the active employee. The name and badge number will also be displayed on the Status Bar at the bottom of the screen.
Hours Grid View The Hours Grid displays all of the information pertaining to the currently selected employee as shown in the following example. The scroll bars will allow you to scroll through data that does not fit on the screen. A consistent reference point is the date column, which is fixed as the first column starting from left to right. All other data may vary depending on where you are in the Hours Grid.
Right mouse clicking anywhere in the Hours Grid will display the following dropdown list: The location of the cursor when you right mouse click will determine the highlighted options available to you. Edit menus can also be entered by double clicking in the field (the fields must contain data to be edited) you wish to edit. The following options for the Edit menus are listed below: • Edit Hours: This option is active when the cursor is in any of the “Hour Pay Codes” areas.
Adding, Editing and Deleting Employee Punches The following is an example of the Add, Edit, and Delete Punch screens in a side-by-side view. This is done to demonstrate the similarities in these functions. Each screen displays the Employee Name, Punch Date, Punch Day and Punch Time. Add Punch The Add Punch module is accessed by double clicking on the desired IN or OUT punch field or right mouse clicking in the field to reveal the dropdown menu and selecting Add Punch.
Editing Punches During Daylight Saving Time During Daylight Saving periods, edited punches are displayed in red. Edited Daylight Saving Time punches will be displayed in green, and punches adjusted by Time Guardian for Daylight Saving Time are displayed in blue. Editing Employee Total Hours, Tips and Bonuses, and Rates (Wages) The following figure is an example of an Edit Dollars Pay Code box for Tips/Bonuses. Each view box displays the Employee Name, Punch Date and Punch Day.
The following figure is an example of a Wages box for Employee Wages. Each Employee Wages box displays the Employee Name, Date (effective date), and Rate. You can Add, Edit, or Increase (by percentage) Wages from the following Rates screens: Editing Overtime Authorization The following is an example of the Overtime Authorization module for a scheduled employee. Double clicking on the desired field or right mouse clicking in the field accesses the Edit Authorization module.
Authorizing Non-Scheduled Hours To authorize hours for an employee who has worked on a Non-Schedule day, double click in either of the OT fields. The following Overtime Authorization screen will appear with the “All Day” check box. Select the OK button to have Time Guardian calculate hours for that day. Note: If you answered yes to the question “Do hours worked on an unassigned schedule require authorization?” in the setup wizard, this option will make it easier to authorize hours for the employee.
• Save icon • Delete icon • Undo icon : Allows you to undo the last command. • Close icon : Allows you to close and exit the module. 3-18 : Allows you to save changes made to new or edited records. : Allows you to delete the currently selected record. Time Guardian v4.
Chapter 4: Using the Wizard The Wizard (Basic and Advanced) is used to set up Time Guardian.
Basic Setup Wizard Select the Basic Setup Wizard to provide an easy-to-use quick configuration of Time Guardian for a standard non-complex Time and Attendance system. This wizard does not provide employee wages/salary pay and/or complex rounding/overtime rules. However, after completion, you can switch to the Advanced Set Wizard at any time by pressing the button.
5. Select Minutes or Hundreds of hours to the question, What hour display do you want to use? 6. Check “Page break for each employee on reports”, if you want page breaks before each employee. 7. Check “Disable Wizard Help”, if you want popup Wizard Help Screen to be disabled. If disabled, click the Help button to popup help. Pay Policy Tab This option allows you to define pay policy.
Note: Placing a checkmark in front of both of these options will have Time Guardian calculate Overtime based on the hours entered in Daily Overtime, and then the hours entered in Weekly Overtime. • Overtime is reset on a specific day of the week This is especially useful if an employee is assigned to a Bi-Weekly, Semi-Monthly or Monthly Pay Period and the Overtime rules are based on a seven-day cycle starting on a specific day.
• No Checkboxes Selected: The user has the same access as an Administrator with regard to employee data (except wages), but cannot access or modify the Time Guardian user login data. • Read-Only: Can view all data (except wages) in the system but cannot modify any data or add any new data. Note: During Basic Wizard setup at least one Administrator profile will be created. Additional Profiles can be added, and/or existing Profiles can be modified using the following three different methods: 1.
3. click on the button. From the Login Profile screen, you must select “Add” before a new Profile can be created, and the “Add New Profile” window will appear: 4. Enter the Name of the user in the Add New Profile window (see the above figure). 5. Enter and confirm the password. 6. Select Language from drop down menu. 7. Select if the profile will have Administrator or Read Only access. Press the “Save” button. At this point if neither box is checked a plain User is created (see "No checkboxes" above). 8.
General Tab This option allows you to define general company information for Time Guardian such as: • Company profile • Payroll software (select payroll system to interface directly with employee hour hours) • Type of time display (12 or 24 hour clock) • Hour display format • Employee report format 1. To access this module, select Setup menu from the main menu and the Wizard submenu, icon on the Custom Toolbar.
Department Tab This option allows you to add or edit Departments. To access this module, select Setup menu from the main menu and Wizard submenu, or click the Wizard icon on the Custom Toolbar. From the Setup Wizard screen, select the Department tab, select Yes or click the following Department screen will appear: icon, and Once a department has been added or edited, click the save icon to save changes before closing the module. The Department module consists of four areas.
From the Pay Policy screen, click on the screen will appear: icon, and the following Pay Policy Settings The following options are available from the interval field dropdown menu: • Weekly: Employees are paid every week. • Bi-Weekly: Employees are paid every two weeks. • Semi-Monthly: Employees are paid twice a month. • Monthly: Employees are paid once a month. A Start Date for the Pay Period is also required.
Time Guardian was designed to accommodate a wide variety of overtime rules. You can cancel all authorized overtime by clicking No to the question; Do you want to authorize your employee's hours? Depending on your setup, the following settings may need to be configured: • Does overtime apply for this pay policy? a. Overtime may be awarded daily after an employee works the defined number of hours. b. Overtime may also be awarded weekly after an employee works the defined number of hours.
In either scenario, the Day Change Time must be configured. The exception to this rule is when a punch occurs after the day change time, but falls within the Maximum shift length. The Maximum shift length (window) is the period of time that punches will be calculated for a schedule that crosses day change time: 12 –13 hours is a recommended number for this field. This allows all lunch or break punches to be applied to the correct schedule. In the examples below, 2:00 AM will be used for the Day Change Time.
Rounding Rules Tab – Pay Policy Rounding was created so that employers could define rules that would allow employees’ punched time to be rounded to a defined unit. The time that the employees’ punches move forward or backward is based on a defined point. This allows all of the hours to be better managed for payroll purposes. Time Guardian allows you to apply the defined Unit and Point to individual punches (Punch Rounding) or the daily total of hours worked by an employee (Daily Rounding).
This pattern will repeat itself throughout the entire day. The following is an example of the Rounding Rules tab in the Pay Policy Settings module. This menu will allow you to customize your rounding rules. Meal Rules Tab – Pay Policy The following is an example the Meal Rules tab located in the Pay Policy Settings module. This tab will allow you to define the Meal rules for a group of employees.
The concepts for meal rounding are the same as those used in the Rounding Rules tab. If rounding is to be used for meal punches, enter the desired Unit and Point. You must also enter the number of hours an employee must work before the meal period in the “Hours to work before start of meal window” field. For example, if the scheduled start time is 9:00 AM, and the Hours to work is set to 3:00, then the meal window for this employee would start at 12:00 PM.
To configure the Daily Overtime options, click on the Daily Overtime checkbox. The Daily Overtime 1 setting is displayed here as read-only, since it was configured in the Pay Policy tab, and must be assigned to a pay code to be awarded. The Daily Overtime 2 setting is added by entering the number of hours that must be worked and assigning the pay code to be awarded. Please note that Daily overtime levels are not used in the Weekly overtime calculation.
Consecutive Day Overtime awards overtime based on the qualifying number of consecutive days worked. If an employee fails to work the number of consecutive days needed to qualify, no overtime is awarded. Up to two levels of overtime can be set for Consecutive Day Overtime calculations. Each level consists of two settings, Consecutive Day Overtime 1 and 2. To enable this option, click on the Consecutive Day Overtime checkbox.
“Counts towards Daily Attendance” is used when tracking absences for employees who have an assigned schedule. By awarding an employee hours assigned to a Pay Code that counts towards their daily attendance, the Absent Exception will be eliminated for the employee. The second section of the Pay Code module allows you to select whether or not your employees will be receiving Tips and/or Bonuses.
• Hours: A mandatory field that allows you to specify the number of hours to be awarded for the holiday. • Comments: An optional field used to enter specific comments about the holiday. • Holiday List: This list box will display all of the holidays created for your system. If a salaried employee punches in on a holiday, they will only receive holiday hours. However, if an hourly employee punches in on a holiday, they will receive both the hours worked and the holiday hours.
Schedule Tab (Schedule Administration) This option allows you to add, edit or delete Employee Schedules. To access this module, select the Setup menu from the main menu, and Wizard submenu, or click the Wizard icon on the Custom Toolbar and select the Schedule tab (see the following figure). At least one schedule must be created for employees that have been designated as ‘salaried’. Hourly Employees do not need schedules.
5. Click the ‘Ok’ button when finished. The Schedule View section will display the schedule created. Different start times can be applied to one schedule by selecting a day for the first start time and selecting OK. Edit the schedule, select additional days and enter another start time. The following is an example of the schedule setup module: To ensure that an employee’s hours are awarded on the correct day for a Schedule that crosses Midnight, you must define the Start and End times.
The Start and End times only have to be entered once and will be applied to all days with check marks. Time can be entered in military or AM/PM format depending on your settings. Below is an example of the Start and End times that would need to be entered for a schedule from 9 AM to 5 PM: Once created, schedules will appear in a list box. To edit, double click on the desired schedule and make the necessary changes. Click the Save icon to exit and Save.
Note: Sync Employee(s) with Payroll provides automatic integration with QuickBooks. This selection only appears if QuickBooks was selected as your payroll software.
Note: All fields outlined in Red are mandatory. The Employee Information module consists of five tabs: General, Personal, Salary Pay, Wages, and Fingerprint. Below is an overview of each of these tabs including field names and definitions. The fields outlined in red are mandatory and no record can be saved without the proper information being entered.
• Holiday Eligibility Date: This field defaults to the date that the employee was added, and can be modified by clicking on the down arrow to display a calendar. Double-click on the desired date to close the box and populate the field. In addition to the above information, there are two check boxes at the bottom of the “General” tab: • Inactive: When selected, the employee will be considered inactive and will no longer be displayed on reports or count towards your employee total.
Wages Tab Fields - Employee This tab is used to add, edit, increase, or delete Employee Wages (see the following figure). • Add: Select the Add button to create a wage rate for an employee for on a specific date (see the following figure). The created wage will remain in effect from that date until it is altered. • Edit: Select the Edit button to modify the wage rate and/or date for the employee (see the following figure). The edited wage will remain in effect from that date until it is altered again.
Fingerprint Tab Fields - Employee This tab is only available when the employee has been assigned to a location which has a “Fingerprint” selected as the terminal type (see figure). This tab is used to edit Employee privileges at the fingerprint terminal (see the following figure). Also, this screen will display the amount of fingerprint maps currently enrolled for this employee. • Privilege: Select the desired terminal access privilege from the dropdown menu.
Deleting Employees Selecting this option will display the following confirmation box: If you respond, “Yes,” the employee will be instantly removed from the database and cannot be retrieved. A record of this action will be recorded in the Audit Trail Report for historical reference. It is suggested that instead of deleting an employee, you can simply inactivate them by selecting the Inactive box and a valid Inactive date at the bottom of the General tab of the Employee Information module.
To configure terminals connected to the system, click on the button, and the Communications settings screen will appear. If you are configuring a networked Ethernet terminal, obtain the correct IP address from your network administrator to enter the IP address in the Location tab screen. Location Tab - Clock A Location tab on the Communication Settings screen enables Time Guardian to communicate with your terminals. Only one terminal type can be used per Location.
• Connection Type: If you answered, “Yes” to the question, “Do you have Terminal(s) other than direct-connect MTX?, FINGERPRINT” in the Clock tab of the Wizard, you must configure those terminals for remote operation. Active MTX-15 (Time Guardian),Fingerprint, or HandPunch terminals can communicate with your PC via a direct connection (RS-232C or RS-485C), remotely using the optional modem (not fingerprint), or via Ethernet (network) connections (IP address required).
• Time Zone Offset: This should be used if your PC and the Location (terminals) are located in different time zones. The default value is 0:00. Use the dropdown lists to configure the offset. • Active: When checked, the Location will begin sending and receiving data. To clear any information entered, click on the Cancel button. This will reset the fields. After you entered the correct information, click on the Save button. The Location Name will appear in the Location List.
• Initialize: This function will reset the terminal back to factory settings and clear the memory. It is recommended that you wait one minute between performing this operation and punching at the terminal. • Memory Dump: Uploads all the punch data currently at the terminal to the PC and resets the memory pointer to the start. This function is useful should there be a catastrophic data loss. Warning: If this function is performed with active data, duplicate punches may be created.
Warning: If this function is performed with active data, duplicate punches may be created. The Command Options dialog box allows you perform these operations on either the Selected terminals, All Terminals, or All Locations. Fingerprint Commands Tab – Clock This tab allows you to perform the following functions with fingerprint terminals: • Polling: This operation collects the most recent data from the terminal (i.e., fingerprint templates). When checked, Time Sync.
• Send Maps: This command will download biometric fingerprint templates from the employee database to the selected terminals. Only templates assigned to the terminals will be downloaded. Employees are assigned to terminals in the Assignments tab, or by polling. Because the download operation consists of first clearing all templates from the terminal and then downloading assigned employee templates, a confirmation dialog box will appear before this command executes.
Once an employee is added to the Employee database, their template will not automatically be uploaded unless the employee is removed and re-enrolled at the terminal, or a punch is received from the terminal. Once this is done, however, the employee’s template will be saved and an assignment will automatically be created. • Send Maps: This command will download biometric hand templates from the employee database to the selected terminals. Only templates assigned to the terminals will be downloaded.
• Access Tries: The number of times a user can attempt to use the terminal before being rejected. • ID Length: The field length of the User or Employee ID. • Reject Threshold: The sensitivity of the terminal to the employee’s hand geometry. The default value is 125, but it can be set to a value between 30 and 250. A lower number indicates high sensitivity. Terminal Tab - Clock The Terminal tab is used to manually add or remove terminals in a Location, and assign Bell and Door Schedules to terminals.
Note: Time Guardian terminals can be automatically added to a Location by selecting the Auto Update command in the MTX or using the MTX-15 Commands tab. To change or delete a Relay or Door Schedule, select a terminal from the Terminal List and use the dropdown menu to assign a different schedule. Select a blank schedule to delete the schedule. When finished, click on the Save button.
• A Door schedule requires you to enter the amount of time a door will remain open after each swipe. This is entered in the Relay Duration field. • A Bell schedule requires you to enter the duration, time of day, and weekly schedule for the bell to ring. Multiple entries can be made for Bell schedules with different duration and day assignments. Once all schedules have been created and saved, the “Assign Relay Schedule” tab will become active. This tab is divided into two sections.
• No Checkboxes Selected: The user has the same access as an Administrator with regard to employee data, but cannot access or modify the Time Guardian user login data. • Read-Only: Can view all data in the system but cannot modify any data or add any new data. Note: During Advanced Wizard setup at least one Administrator profile should be created. Additional Profiles can be added, and existing Profiles can be modified using three different methods: 1. Open the Login Profile module.
7. Select the “Advanced Password” tab to configure password expiration options and the following screen will appear: 8. When finished, the new profile will be created and added to the Authorized Users list. Highlighting a name on the list and selecting the “Default User” box will make that user the default name and it will appear each time the software is opened. All Profiles are case and space sensitive. If you have a problem accessing the software, confirm the login information and try again.
2. Click on the Payroll icon when it appears in the top left-hand window (see the following figure for an example). 3. Navigate through the payroll pages icon when it appears in the top left-hand window (see the above figure for an example). The following sections detail the setup process for payroll pages 1 thru 4 information for each payroll system. Power Pay The setup process to create an export file for Power Pay is as follows: 1.
Example: Time Guardian Pay Code Power Pay Payroll Field ID REG 1307 HOL 1304 OT 1270 9. From page 5 of 6, select the employees to be included in the payroll file. Your options are: • All: Every employee entered in Time Guardian will be included in the payroll file. • Current: Only the employee currently highlighted in the Employee List box will be included in the payroll file. • Selected: Only the employee displayed in the Employee List box will be included in the payroll export file. 10.
• Selected: Only the employee displayed in the Employee List box will be included in the payroll export file. 5. The last screen (pg 4 of 4) shows a summary of the information contained in the payroll export file. 6. Select the Save Payroll Settings generate the export file. icon and then select the Run Payroll icon to QuickBooks The setup process to create a QuickBooks export file manually is as follows: 1. From the main menu of QuickBooks select File (see figure). 2.
4. After the file has been saved, open the file using Notepad (see figure). Information from this file will be used to create the export file from Time Guardian. 5. From Time Guardian, click on the Payroll Interface button to display the QuickBooks Payroll icon. Click on the QuickBooks Payroll icon and page 1 of 4 for the QuickBooks setup screen will appear.
6. Enter the version number of the QuickBooks package you are using. This information can be obtained from QuickBooks iif file opened with Notepad in step 4 (see figure). 7. Enter the release number of the QuickBooks package you are using. This information can be obtained from QuickBooks iif file opened with Notepad in step 4 (see figure). 8. Enter the Company Name from QuickBooks. This information can be obtained from QuickBooks iif file opened with Notepad in step 4 (see figure). 9.
12. The last screen (pg 4 of 4) shows a summary of the information contained in the payroll export file. 13. Select the Save Payroll Settings generate the export file. icon and then select the Run Payroll icon to 14. Once the export file has been created from Time Guardian it can now be imported by QuickBooks. From QuickBooks select File from the main menu (see figure). 15. From QuickBooks Pro, select Utilities =>Import => Timer Activities and the following QuickBooks screen will appear: 16.
17. From QuickBooks view the imported employee information, create paychecks if desired, and/or submit for payroll. QuickBooks Auto Integration with Time Guardian Note: For auto synchronization to work: QuickBooks Pro version 7 or higher must be installed on the same PC as Time Guardian. Also, QuickBooks Pro must be started up first and running before starting up Time Guardian. QuickBooks Pro must be selected as your Payroll software.
2. Click on the QuickBooks Payroll icon and page 1 of 4 for the QuickBooks setup screen will appear (see the following figure). You must select the checkbox option QuickBooks hours integration and to Generate hours by day will be selected by default. If you do not want entries to be duplicated when transferring an employee, select the Overwrite duplicate payroll entries. 3. Navigate to page 2 of 4 for the QuickBooks setup screen to display the Paycode setup (see the following figure).
Note: QuickBooks should have pay rates setup for Time Guardian to synchronize to. 5. From page 3 of 4, select the employees to be included in the payroll file (see figure). Your options are: • All: Every employee entered in Time Guardian will be included in the payroll file. • Current: Only the employee currently highlighted in the Employee List box will be included in the payroll file. • Selected: Only the employee displayed in the Employee List box will be included in the payroll export file. 6.
9. In the selection that asks, Do you want to allow this application to read and modify this company file? You must select Yes, always; allow access even if QuickBooks is not running. Also, the check box at the bottom of the dialog captioned; Allow this application to access personal data such as Social Security Numbers and customer credit card information must be checked as Time Guardian appends/modifies personal data (employee information, payroll entries).
QuickBooks Compatibility Note: Time Guardian is compatible with QuickBooks 2007 or higher for automatic integration. Time Guardian is compatible with the following versions of QuickBooks for manual export: • QuickBooks 2007 and Enterprise 7.0 • QuickBooks 2006 and Enterprise 6.0 • QuickBooks 2005 and Enterprise 5.0 (R5 and later) • QuickBooks 2005 and Enterprise 5.0 • QuickBooks 2004 and Enterprise 3.
ADP For Windows Note: ADP for Windows provides access to ADP "Pay Expert", which is ADP's web-based assistant. The setup process to create an export file for ADP for Windows is as follows: 1. You must specify your Company Code. For ADP, this is a three-character upper-case code identifying the company that the payroll is for. 2. You must specify your Batch No. For ADP, this is a two-character upper-case code identifying the batch no. that the payroll is for. 3.
5. ADP for Windows must be setup to accept the interface file from Time Guardian. This is done by logging into ADP for Windows and selecting Setup|Company from the main menu. Highlight the company name and click OK. A dialog box will appear at the bottom of the dialog box. 6. Click on the tab that states “Page 2.” There should be a check box labeled Total Time or ETime. Click on the box to check it and Save changes. 7. Select the employees to be included in the payroll file (pg 3 of 4).
Hour Category Time Guardian Payroll Field ID Equitant Regular 012 Overtime 013 Hours 3 016AA Hours 3 017AA Hours 4 018AA Hours 4 019AA Earnings Code 3* 020 Earnings Code 3* 021 Earnings Code 4* 022 Earnings Code 4* 023 Earnings Code 5* 024 Earnings Code 5* 025 *Used only if using Dollar Pay Codes in Time Guardian. AA is a two-character identifier for categories other than Regular and Overtime. If it is only one character, you must put a space before the character.
Paychex PayLink The setup process to create an export file for Paychex PayLink is as follows: 1. The Version number is for informational purposes only. 2. Enter the Site Number for Paychex. Example: Site Number: 001 3. Enter the Office Number for Paychex. This range is from 0001 to 1295. 4. Enter the Client Number for Paychex. This is a four-character number. 5. Enter the Sequence Number for Paychex. Example: Sequence Number: 000 6. For Save To: choose the location and file name for the export file.
Description Pay Code Field ID Rate 1 Regular Hours, Rate 2 Regular Hours, Rate 3 Regular Hours R10A, R20A, R30A OT Rate 1 Overtime Hours, Rate 2 Overtime Hours, Rate 3 Overtime Hours R10C, R20C, R30C SCK Qualified Sick Regular Hours, Non-Qualified Sick Regular Hours QS0A, NS0A HOL Holiday Regular Hours HO0A VAC Vacation Regular Hours VA0A MSC Miscellaneous Regular Hours MI0A REG 8. Select the employees to be included in the payroll file.
CBS Payroll The setup process to create an export file for CBS Payroll is as follows: 1. Enter Company Code. 2. Enter the File Name. 3. Browse to and enter the File Location. 4. Enter Payroll IDs for each Pay Code being used.
6. The last screen (pg 4 of 4) shows a summary of the information contained in the payroll export file. 7. Select the Save Payroll Settings generate the export file. icon and then select the Run Payroll icon to PAYDAY of AMERICA The setup process to create an export file for PAYDAY of America is as follows: 1. Enter Company Number (Code) from information provided by PAYDAY of AMERICA. 2. Enter the File Name from information provided by PAYDAY of AMERICA. 3. Browse to and enter the File Location. 4.
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Chapter 5: Time Guardian System Backup Time Guardian provides an automatic backup that can be activated at the time of installation or added at a later date by selecting the Setup menu from the Main menu, and selecting the Wizard submenu. From the Setup Wizard click the Login tab and click the Backup Information icon and the following Backup Information screen will appear: Backups are automatically created in the “Backup” folder located under the program directory unless designated otherwise.
In the case above, the Backup folder will contain a maximum of seven files. This Backup process was specially designed to ensure that a corrupted file could not contaminate the entire Backup process. Should further assistance be needed, please refer to the Time Guardian Support section of this Guide for direct support options. 5-2 Time Guardian v4.
Chapter 6: Reporting Functions Time Guardian includes nine (9) different reporting options: Department, Employee, Time Card, Presence, Audit Trail, Hours Worked, Exception, Hours Summary, and Historical Report. These reports are listed in the left hand column of the Main window and can be rearranged by left mouse clicking on the report icon and dragging the icon to the desired location.
Department Report As seen in the following example, the Department Report will provide you with a list of Departments by Number, Department Name, and Comments. If you have chosen not to create Departments for your company, this report will be blank. Employee Report As seen in the following example, the Employee Report provides a list of employees, including all of the information contained in the General tab of the Employee Setup module.
Without Wages Example With Wages Example Presence Report As seen in the following example, the Presence Report provides a list of employees currently punched IN at the terminal. This report will only be accurate if the terminal is polled regularly. Time Guardian v4.
Audit Trail Report As seen in the following example, the Audit Trail Report records every change made in Time Guardian. This includes changes made to an employee’s punch, and the addition or deletion of a Department, or any other modifications made to the program. This invaluable report also provides the date, day and time the modification was made, including the Login name of the user who made the change.
Without Wages Example With Wages Example Exception Report The flagging of Exceptions is a valuable piece of information that can be provided by Time Guardian. These flags provide managers with a key piece of feedback as to when, how, and if an employee is punching properly. If you did not choose to use Exceptions during the initial installation, they can be modified at any time by opening the Wizard and selecting the “Exceptions” tab.
As seen in the following example, the Exception Report includes the Name, Employee Number, and Badge Number. It provides a list of the Exceptions that were generated based on the settings selected in the Exceptions section of the Wizard. The report also includes reasons provided in the Main operations window. Employees may have multiple Exceptions for the same day, depending on the settings provided. If no exceptions were selected during the setup Wizard, then this report will be blank.
Without Wages Example With Wages Example Historical Report This report displays all of the historical data of an employee for a defined length of time, including exceptions, absences, and pay code information. To configure the Historical Report settings, right-click on the Historical Report following dialog box will be displayed: Icon. The 1. Select a Start Date and End Date using the dropdown boxes. 2.
3. For each Exception selected (excluding Missing Punch, Absence, and Not Scheduled), you must specify a qualification (in minutes) or mark (underline) for the Exception. If the Exception is less than the range specified, it will not appear on the report. For example, if an employee punches in 9 minutes later than the scheduled time, and the Late In (LI) Exception is set to “Display if greater than” 10 minutes, that Exception will not appear in the report.
Chapter 7: Troubleshooting Calculations When times and/or hours calculated for an employee do not match what you believe to be the correct total, the first thing that must be taken into account is the Pay Policy that the employee has been assigned to. To determine the Pay Policy assigned to an employee, right mouse click on the employee and select Employee from the dropdown list. To view the rules of the Pay Policy, select the Setup Wizard from the Main menu.
Hours Simulation The Hours Simulation utility can be launched from the Main window by selecting Tools => Hours Simulation submenu selections from the Help Menu as illustrated here: Select the type of simulation you would like to perform by choosing either "Minutes to Hundreds" or "Hundreds to Minutes." Next, enter the employee’s time. The calculated time in Hundreds or Minutes will be displayed when the “Simulation” button is pressed.
Chapter 8: XML Data Export Utility The XML Data Export utility can be launched from the Main window by selecting XML Data submenu selection from the Help Menu as illustrated here: This utility exports the payroll information of selected employees to the AMANO.XML file, which is saved in the Time Guardian root directory. The following are examples of the two formats that the XML file can appear in.
Web Browser View Example 8-2 Time Guardian v4.
Chapter 9: Quick Steps (QS) QS 1: Creating a Custom Toolbar There are two methods to access the Custom Toolbar module: • The first method is to select the Custom Toolbar sub-menu option from the File menu as illustrated in the following: • The second method is to right mouse click in the Custom Toolbar section of the Main View as shown in the following: Next, click on the button and the following screen will appear: Left mouse click to select the Custom Toolbar module.
Adding an Icon 1. Open the Custom Toolbar module. 2. Highlight the icon to be added from the “Available buttons” list. 3. Left mouse click as you drag the icon to the toolbar. 4. Drop the icon in the desired location on the toolbar. 5. Repeat as needed. 6. Select the close button to exit the module. Removing an Icon 1. Open the Custom Toolbar module. 2. Left mouse click on the icon to be removed. 3. Drag the icon off of the custom toolbar and drop it. 4. Repeat as needed. 5.
b. When the All Employees check box is selected, the Employee List box will display all existing employees. To remove a specific employee, left mouse click to remove the check mark alongside that employee. 3. Select the button to save, and exit this screen. 4. This will automatically update the Employee List box. Sorting Employees in the Employee List Box The employee list box can be sorted by: Employee Number, Badge Number, Last Name, First Name, or Department. 1.
• Name: A mandatory field that will be displayed throughout the program to describe the Department. 4. Enter Comments (Optional). 5. Select the Save 6. Select the Close icon to save changes. icon to close the Department module. Deleting Departments 1. Open the Department Module by using either of the two following methods: a. 1st method: Select Setup from the Main Menu, pull down to the Wizard submenu, click on the Department tab, and then click on icon. nd b.
QS 4: Adding, Deleting & Modifying Time Guardian Backup Schedule A Backup schedule can be created when the software is first installed, or by adding it later by following the steps below. Adding a Backup Schedule 1. Open the Backup module by using either of the two following methods: a. 1st method: Select Setup from the Main Menu, pull down to the Wizard submenu, click on the Login tab. b. 2nd method: Click the Wizard Login tab. icon located on the Custom Toolbar, and click on the 2.
QS 5: Adding, Deleting and Modifying Login Profiles A Login Profile must be created before the setup Wizard is complete. To add, delete or modify a Login Profile once the software has been installed, see the following steps. The following is an example of the Login/Profile screens that will be displayed: Adding a Login Profile 1. Open the Login Profile module. This can be done by using either of the three following methods: d.
8. Select the button to save, and exit. Repeat procedure as needed. To set the Default User, highlight the Profile from the “Authorized Profile List” and check the Default User box. 9. Select button to exit the Login Profile module. Deleting a Login Profile 1. Open the Login Profile module (see above). 2. Highlight the User in the “Authorized Profile List.” 3. Select button to delete the user. 4. A confirmation box will be displayed.
4. Select the desired language from the “Language” dropdown list (See above example). button to save, and return back to the Login Profile module screen as 5. Click the illustrated in the following: QS 6: Adding, Deleting and Modifying Schedules No schedules are required when setting up Time Guardian. However, an employee designated in the type of employee as “Salary” during the Employee setup must have an assigned schedule before hours are awarded.
c. 3rd method: Selecting the Wizard choosing the Schedule tab. icon located on the Custom Toolbar, and 2. From the Schedule screen (see above), click on the New icon to begin. 3. Enter the Schedule Name and press enter or tab. 4. Select Yes or No to the question “Does the schedule cross midnight?” 5. Select the schedule days. 6. Enter the Start and End time (schedules that cross midnight will need a Previous, Current, or Next indicator). to save the times.
QS 7: Printing Time Guardian Documentation To print additional copies of the User’s Guide, or Worksheet, follow these steps: 1. From the Main Menu, select Help, pull down to select Help F1 submenu, and the following screen will appear: 2. Highlight the document (and/or section) to be printed: User Guide, or Worksheet. 3. Click on the button, and a print box will appear prompting you to select the desired printer. Repeat as needed.
Creating Relay Schedules 1. Open the Relay Schedule module. This can be done by using either of the two following methods: a. 1st method: Selecting Setup from the Main menu, and click on the Wizard submenu. From the Setup Wizard screen, select the Clock tab. b. 2nd method: Selecting the Wizard icon located on the Custom Toolbar, and choosing the Clock tab. The following screen will appear: 2.
7. Enter Relay Schedule information in the Relay Event as illustrated in the following example. Click the Apply 8. Select the New icon to save the relay event. icon to create additional schedules as needed. 9. Repeat as needed, or select the the Setup Wizard. icon to exit the Relay Schedule module, and return to Deleting Relay Schedules 1. Open the Relay Schedule module (see above). 2. Highlight the schedule to be deleted from the Relay Schedule List box. 3.
2. Highlight the relay schedule to be modified from the Relay Schedule List box. button, and make the desired modification and repeat as needed. 3. Select the 4. Click Save icon to save the modified relay schedule. Assigning Relay Schedules To The Terminal 1. Open the Relay Schedule module (see above). 2. Highlight the Assign Relay Schedule tab (see example below). 3. Highlight the Relay Schedule from the Relay Name List. 4. Click the Assign icon.
Downloading Relay Schedules 1. Select Communication from the Main Menu. 2. Select Downloading or Auto Update from the dropdown menu. Both of these options will automatically establish communications with the terminal and download all relay schedules currently assigned to a clock. This step can be repeated at will. If the clock is set to auto poll and time sync, this operation will be performed automatically each time the software is opened.
3. Click on the Index tab (see example below) to view contents of selected book. Click on the Find tab to search book contents (see example below). From Index or Find tab view, highlight selected content, and click on the window (see above example). button to display help text in pop-up 4. Use the menu and submenu selections from the Time Guardian Help main view for advanced help functions.
• • Edit: − Copy: The menu selection allows you copy and highlighted help text to the clipboard. − Annotate…: This menu selection allows you to create and store text annotations for help selections in a separate window. Bookmark: − • • Options: This menu selection contains the following submenu selections: − Keep Help on Top: This menu selection allows you to configure Help display window to be: Default, On Top, or Not on Top.
Chapter 10: Glossary and Vocabulary 100 of hours Displays hours in the software in decimal format. Example: 8 hours, 15 minutes will be displayed as 8.25 hours. About Displays the version of the software and the Serial Number of the package. ABS Absence When an employee is scheduled to work on a day and does not appear. Add Employee Adds new employees to Time Guardian. Advanced Settings Allows the user to set a specific Day Change Time and Override.
Bell One of two types of relay schedules, a bell is a device used to produce a tone at an assigned time and day. Bereavement The Pay Code used for grievance. Bonus Used to give an employee a monetary award for a given day. By Actual Time Displays actual punch times in the editing screen. By Rounded Time Displays Rounded punches (configured by the pay policy) in the editing screen. Clear Transaction Will clear all punches recorded in the terminal.
Department Report Provides data based on the Department that the employee is assigned to. Departments Used to group employees for reporting purposes only. DOB Abbreviation used for Date of Birth. Dollar Pay Codes Used to assign Tips and Bonuses in the system. Door One of two types of relay schedules, Door is used to assign the duration of time when access is permitted. Duration Used to specify the amount of time for a Relay Schedule.
Exception Codes Flags used to track employee schedule deviations. Exception Report A report used to track deviations. Grid View Allows you to select the way in which you would like to view the employee data. Hire Date The first date that an employee begins working for an employer. Historical Report This report displays all historical data for an employee for a given length of time, including absence, exception, and pay code information. Holiday An assigned day off.
Import Extracting data from third party software and adding it to Time Guardian. Inactive Date The date on which an employee’s hours are no longer calculated by the system. Initialize Used in conjunction with the terminal to establish communication. Late In (LI) An exception used to identify late IN punches for an employee. Long Meal (LM) An exception used to identify a long meal by an employee. Late Out (LO) An exception used to identify late OUT punches for an employee.
Miscellaneous Used to denote information that falls into no specific category. Missing Punch (MP) An exception used to identify missing punches for an employee. Next Indicating that the punch occurred after midnight and is applied to the “Next” day. No Schedule Indicates that no specific schedule has been assigned to an employee. Not Scheduled (NS) An exception used to identify an employee who works on a day where they have no assigned schedule.
Pay Code Multiplier Used to provide a multiplier for employees’ worked hours from a specific date. There are nine (9) predefined Pay Codes. The multiplier can also be increased by a percentage from a specific date. Pay Period The interval by which an employee is paid. Industry standards are weekly, bi-weekly, semimonthly and monthly. Payroll Interface Payroll software packages that Time Guardian can automatically interact with. Personal Part of the employee profile.
Relay A circuit located on the terminal that will allow for controlled door access or the ringing of bells at assigned times and days. Relay Name List A list of available schedules that may be assigned to a terminal, and only one schedule can be assigned per terminal. Report A format for presenting employee and system information to the user in a predefined format. Rounding A formula used to adjust employees’ punched time based on a defined Unit and Point.
TG An abbreviation for the words "Time Guardian." Terminal Number List A listing of all terminals currently available in Time Guardian. Used to assign Relay Schedules. Time Display The format used to display time, either AM/PM or Military Time. Time from Start of Schedule A setting used when employees are punching IN and OUT for meals. This number defines the window of time before a meal can be taken. Tips Used to record tip earnings. Also, one of two pay codes used to assign dollar amounts.
Wages An assigned dollar amount per hour which is applied to the hours worked plus any authorized overtime (with pay code multiplier), tips and/or bonuses to create an employee’s calculated earnings. Weekly Overtime An assigned number of hours that, when exceeded, will cause an employee’s hours to be calculated as overtime. Wizard The installation program created specifically for Time Guardian, which can also be accessed from the Setup menu. 10-10 Time Guardian v4.
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