User manual

Time Guardian v4.0 User’s Guide 4-23
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. Time Guardian can easily accommodate employees with the
same first or last name, however the Employee Number must be unique since it is the primary
sorting key. Badge Numbers can be changed or reused should an employee lose the badge or
become inactive. Each tab also has an Employee List and double clicking a selected employee
on this list will cause their information to become active in all fields.
There are two options for “Type of Employee”: Hourly or Salary. By Time Guardian standards,
an Hourly employee is one who punches daily at the clock and may or may not have an
assigned schedule. Salary employees are not required to punch and therefore, they must have
an assigned schedule for each day they are expected to work. When Salary is selected, the
Salary Pay tab will become active. In this tab, you must identify how the salaried employee is to
be paid.
The options for Salary Pay Type are:
• By Hours: A set number of hours are entered, and this amount will be awarded for each
day scheduled.
• By Schedule: This option will calculate the amount of time contained in the assigned
schedule and award that number for each day scheduled. If no schedule is assigned, and
the employee does not punch IN or OUT, they will receive no hours for that day.
Once the employee has been added or edited, click on the “Close” icon to save the settings and
exit. Below is a description of all of these fields:
General Tab Fields - Employee
• Last Name: A mandatory field for each employee containing his or her last name.
• Middle Name: An optional field containing the employee’s middle name.
• First Name: A mandatory field for each employee containing his or her first name.
• Employee Number: A mandatory field for each employee containing his or her unique
employee number.
• Badge Number: A mandatory field for each employee containing his or her unique badge
number or PIN.
• Type of Employee: There are two options to identify your employees: Salary and Hourly
(Default).
• Department: The default field is “No Department,” however, if you have chosen to create
departments for your system, the dropdown list will display additional options.
• Schedule: The default for this field is “No Schedule,” however if you have chosen to create
schedules for your employees, the dropdown list will display additional options.
• Pay Policy: A mandatory field for each employee. The dropdown list will display all options
available for your system.
• Hire 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.