time in a box user guide

User’s Guide

Information in this document is subject to change without notice. The software described in this document is furnished under a license agreement or nondisclosure agreement and may be used or copied only in accordance with the terms of those agreements. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or any means electronic or mechanical, including photocopying and recording for any purpose other than the purchaser’s personal use without the written permission of the Paychex Corporation.

Trademarks Time in a Box®, Time Manager®, Time History®, Exception History®, Employee Benefit Tracking®, PC Entry®, and StromFax® are trademarks or registered trademarks of Paychex in the United States and other countries. Microsoft and Windows are registered trademarks of the Microsoft Corporation. Other brands and their products are trademarks or registered trademarks of their respective holders and should be noted as such.

©Paychex 2006 911 Panorama Trail South

Rochester, NY 14625 USA

Version 3.1.00 www.paychex.com

Last updated November, 2006.

IMPORTANT: READ CAREFULLY BEFORE INSTALLING THIS PACKAGE INSTALLING THIS MEDIA PACKAGE INDICATES YOUR ACCEPTANCE OF THE FOLLOWING TERMS AND CONDITIONS. IF YOU DO NOT AGREE WITH THEM, YOU SHOULD PROMPTLY RETURN THE MEDIA PACKAGE TO THE AUTHORIZED RESELLER FROM WHICH THE PRODUCT WAS OBTAINED.

Paychex License Agreement for Paychex products

This is a legal agreement between you, the end user, and Paychex. Paychex provides this program and licenses its use. You assume responsibility for the selection of the program to achieve your intended results, and for the results obtained from the program.

LICENSE A. You may use the program on a single machine or file server. B. You may not copy the program into any machine readable or printed form for backup except in support of your use of the program on a single machine or file server. C. You must reproduce and include the copyright notice on any copy. D. You may not reverse compile, or reverse assemble the program. YOU MAY NOT USE OR COPY, EXCEPT AS EXPRESSLY PROVIDED FOR IN THIS LICENSE.

TERM Your license is effective until terminated. You may terminate it at any time by destroying the program with all copies. It will also terminate upon conditions set forth elsewhere in this Agreement or if you fail to comply with any term or condition.

LIMITED WARRANTY THE PROGRAM IS PROVIDED “AS IS” WITHOUT WARRANTY OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO THE IMPLIED WARRANTIES OR MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. THE ENTIRE RISK AS TO THE QUALITY AND PERFORMANCE OF THE PROGRAM IS WITH YOU. SHOULD THE PROGRAM PROVE DEFECTIVE, YOU (AND NOT PAYCHEX OR ANY AUTHORIZED DEALER OR AGENT OF PAYCHEX) ASSUME THE ENTIRE COST OF ALL NECESSARY SERVICING, REPAIR OR CORRECTION. Paychex does not warrant that the functions contained in the program will meet your requirements, or that the operation of the program will be uninterrupted or error free. However, Paychex warrants the media on which the program is furnished, to be free from defects in materials and workmanship under normal use for a period of 30 days from the date of delivery to you as evidenced by a copy of your receipt or invoice.

LIMITED HARDWARE WARRANTY

Electronic Data Collection terminals are provided with a 90 Day warranty for Registered Users. Paychex will repair or replace any defective units at its discretion for a period of 90 days from the purchase date or from the Warranty registration date. After one year from date of purchase, registrations are not accepted. Customers must call Paychex for a Return Merchandise Authorization (RMA) number before any equipment will be accepted for repair or replacement. Shipments without RMA will be refused. Paychex will ship via Ground in the continental United States. Customer is responsible for all shipping charges above normal Ground services and outside the continental United States. Paychex will not be responsible for warranty repair of any hardware damaged by an act of God, vandalism, abuse, or misuse.

LIMITATIONS OF REMEDIES Paychex's entire liability and your exclusive remedy shall be: 1. the replacement of any media not meeting Paychex's “Limited Warranty” and which is returned to Paychex or an authorized Paychex dealer or agent with a copy of your receipt, or 2. if Paychex or the dealer or agent is unable to deliver a replacement media which is free of defects in materials or workmanship, you may terminate this Agreement by returning the program and your money will be refunded. IN NO EVENT WILL PAYCHEX BE LIABLE TO YOU FOR ANY DAMAGES, INCLUDING LOST PROFITS, LOST SAVINGS, OR OTHER INCIDENTAL OR CONSEQUENTIAL DAMAGES ARISING OUT OF THE USE OR INABILITY TO USE SUCH PROGRAM EVEN IF PAYCHEX OR ANY AUTHORIZED REPRESENTATIVE HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES, OR FOR ANY CLAIM BY ANY OTHER PARTY.

GENERAL You may not sublicense, assign, or transfer the license or the program. Any attempt otherwise to sublicense, assign or transfer any of the rights, duties or obligations hereunder is void. You agree that you do not intend to, and will not, ship or transmit (either directly or indirectly) any copies of the program, or any technical data contained in the program or its media, or any direct product thereof, to any country or destination prohibited by the United States Government. You hereby irrevocably consent to the jurisdiction of the state courts located in Seminole County, Florida, and of the federal courts located in Orlando, Florida, in any action arising out of or relating to this Agreement. This Agreement is governed by the laws of the State of Florida, U.S.A. Should you have any questions concerning this Agreement, you may contact your nearest Paychex authorized agent or call Paychex at (800) 322-7292 . YOU ACKNOWLEDGE THAT YOU HAVE READ THIS AGREEMENT, UNDERSTAND IT, AND AGREE TO BE BOUND BY ITS TERMS AND CONDITIONS. YOU FURTHER AGREE THAT IT IS THE COMPLETE AND EXCLUSIVE STATEMENT OF THE AGREEMENT BETWEEN PAYCHEX AND YOU, THE CUSTOMER, THAT SUPERSEDES ANY PROPOSAL OR PRIOR AGREEMENT, ORAL OR WRITTEN, AND ANY OTHER COMMUNICATIONS BETWEEN PAYCHEX AND YOU, THE CUSTOMER, RELATING TO THE SUBJECT MATTER OF THIS AGREEMENT.

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Table of Contents

Paychex Time In A Box User's Guide iii

Table of Contents

1 Basic Setup Introduction ..............................................................................................................................................1 - 2 PC Requirements.....................................................................................................................................1 - 2 Before You Begin .....................................................................................................................................1 - 2 Maintaining Payroll Rules ........................................................................................................................1 - 3 Entering General Payroll Rule Information ..............................................................................................1 - 5 Rounding Punches...................................................................................................................................1 - 7 Using Shift Rounding .......................................................................................................................1 - 7 Setting Payroll Rule Exceptions .......................................................................................................1 - 8 Rounding Punches...........................................................................................................................1 - 8 Entering Payroll Punch Rules ..................................................................................................................1 - 9 Entering Meal Payroll Punch Rules .......................................................................................................1 - 11 Entering Break Payroll Punch Rules......................................................................................................1 - 13 Entering Overtime Payroll Punch Rules ................................................................................................1 - 15 Setting Special Payroll Rule Days .........................................................................................................1 - 16 Setting Shift Premium Payroll Rules ......................................................................................................1 - 18 Setting up Department Segments and IDs ............................................................................................1 - 20 Entering General Department Segment and ID Information..................................................................1 - 21 Using One Segment Number .........................................................................................................1 - 22 Using Two Segment Numbers .......................................................................................................1 - 23 Using Three Segment Numbers.....................................................................................................1 - 23 Setting Department IDs..........................................................................................................................1 - 24 Propagating Departments ..............................................................................................................1 - 25 Clock Maintenance.................................................................................................................................1 - 27 Maintaining Employees..........................................................................................................................1 - 29 Entering General Employee Information........................................................................................1 - 30 Setting Employee Schedules .................................................................................................................1 - 35 Creating Scheduling Speed Buttons ..............................................................................................1 - 37 Assigning Employee Schedules.....................................................................................................1 - 39 Setting up Clock Communications .........................................................................................................1 - 43 Downloading Clock Parameters.....................................................................................................1 - 44 Downloading Employees to the Clock ...........................................................................................1 - 44 Polling the Clock.............................................................................................................................1 - 45 Editing Employee Time Cards ...............................................................................................................1 - 46 Using the Time Card Editor Screen ...............................................................................................1 - 47 Using the Time Card Editor Toolbar ..............................................................................................1 - 49 Interpreting the Punches Frame.............................................................................................1 - 51 Interpreting the Edit Frame.....................................................................................................1 - 52 Interpreting the Transaction Frame........................................................................................1 - 52 Interpreting the Summary Frame ...........................................................................................1 - 52 Adding a Punch ......................................................................................................................1 - 53 Editing a Punch ......................................................................................................................1 - 55 Editing a Punch On Screen ....................................................................................................1 - 55 Editing a Punch Using the Edit Menu.....................................................................................1 - 55 Deleting a Punch ....................................................................................................................1 - 57 Reinterpreting a Punch...........................................................................................................1 - 58 Adding a Transaction .............................................................................................................1 - 59 Editing a Transaction..............................................................................................................1 - 60 Moving a Transaction .............................................................................................................1 - 62 Deleting a Transaction ...........................................................................................................1 - 63

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iv Paychex Time In A Box User’s Guide

2 Advanced Setup Adding or Editing Categories ...................................................................................................................2 - 3 Setting up Function Keys at the Time Clock............................................................................................2 - 5 Adding a Supervisor Account for Logging Into Time In A Box.................................................................2 - 7 Adding a Supervisor .........................................................................................................................2 - 8 Creating a New Password................................................................................................................2 - 9 Adding Special Badges..........................................................................................................................2 - 10 Types of Special Badges ...............................................................................................................2 - 11 Supervisor Badge...................................................................................................................2 - 11 Restriction Over-Ride Badge..................................................................................................2 - 11 Adding a Special Badge.................................................................................................................2 - 11 Adding Holidays .....................................................................................................................................2 - 12 Adding or Posting Holiday Transactions................................................................................................2 - 15 Adding Holiday Transactions .........................................................................................................2 - 15 Using Global Punches ...........................................................................................................................2 - 17 Adding a Global Punch ..................................................................................................................2 - 17 Using Global Transactions.....................................................................................................................2 - 18 Adding a Global Transaction..........................................................................................................2 - 18 Adding Restrictions ................................................................................................................................2 - 19 Scheduling Events .................................................................................................................................2 - 21 Turning Events On and Off ............................................................................................................2 - 24 Changing Employee Numbers ...............................................................................................................2 - 24 Setting User Defined Pay Periods .........................................................................................................2 - 25 Inputting Employee Wage Rate Information ..........................................................................................2 - 26 Creating an External Data File...............................................................................................................2 - 27 Setting Daylight Savings Time ...............................................................................................................2 - 29 Changing Settings at the Clock..............................................................................................................2 - 30 Changing Time Display, Totals Format, and the Time Card Report......................................................2 - 32 Using the Reports Menu Introduction ....................................................................................................2 - 36 Report Qualification........................................................................................................................2 - 37 Report Explanations and Sample Reports.....................................................................................2 - 39 Absentee Report.....................................................................................................................2 - 40 Approaching Overtime Report................................................................................................2 - 41 Daily Hours Report .................................................................................................................2 - 42 Department Wage Report ......................................................................................................2 - 43 Department Transfer Report ..................................................................................................2 - 44 Distribution of Labor Report ...................................................................................................2 - 45 Dollar Totals Report ...............................................................................................................2 - 46 Employee Badge Listing.........................................................................................................2 - 46 Employee Listing ....................................................................................................................2 - 47 Exception Report ....................................................................................................................2 - 48 Historical Employee Summary Report ...................................................................................2 - 49 Historical Department Summary Report ................................................................................2 - 51 Historical Exception Listing (Annual Summary) .....................................................................2 - 52 Historical Exceptions Report ..................................................................................................2 - 53 Hours Report ..........................................................................................................................2 - 54 Job Tracking Report ...............................................................................................................2 - 55 Management Summary Report ..............................................................................................2 - 56 Missed Punch Report .............................................................................................................2 - 56 New Employee Report ...........................................................................................................2 - 57 On Premises Report...............................................................................................................2 - 58 Punch Edit Report ..................................................................................................................2 - 59 Schedule Layout/Assignment Report.....................................................................................2 - 60 Schedule vs. Actual Report ....................................................................................................2 - 61 Supervisor Check-Off Report .................................................................................................2 - 62

Table of Contents

Paychex Time In A Box User's Guide v

2 Advanced Setup Tardy Report ..................................................................................................................................2 - 63 Timecard History Report ................................................................................................................2 - 64 Timecard Report.............................................................................................................................2 - 65 Time Sheet Reports .......................................................................................................................2 - 66 Other Report Menu Options...................................................................................................................2 - 68 Discard Old Historian Data.............................................................................................................2 - 68 Run Saved Reports ........................................................................................................................2 - 68

3 Maintenance Procedures Daily Procedures......................................................................................................................................3 - 2 Polling Clocks...................................................................................................................................3 - 2 Downloading Employees..................................................................................................................3 - 2 Running a Badge for Hours Report..................................................................................................3 - 3 Backing Up/Restoring Data..............................................................................................................3 - 6 Per Pay Period Procedures .....................................................................................................................3 - 7 Checking for Missing Punches.........................................................................................................3 - 7 Monthly Procedures .................................................................................................................................3 - 8 Archiving Punches............................................................................................................................3 - 8 Discarding Punches .......................................................................................................................3 - 10 Cleaning the Clock .........................................................................................................................3 - 12

4 Troubleshooting Procedures Troubleshooting Procedures Introduction................................................................................................4 - 2 Hardware..................................................................................................................................................4 - 2 Clock Communications – General Items..........................................................................................4 - 2 Clock Communications – Error Messages...............................................................................4 - 3 Clock Communications – Error Situational Problems ..............................................................4 - 4 Software ..................................................................................................................................................4 - 5 Error Messages................................................................................................................................4 - 5 Situational Problems ................................................................................................................................4 - 7 General.............................................................................................................................................4 - 7 Clock Communications ....................................................................................................................4 - 8 Reports.............................................................................................................................................4 - 9 Glossary

Index

Table of Contents

vi Paychex Time In A Box User's Guide

Appendix A PC Entry

Introduction ..............................................................................................................................................A - 2 PC Entry ...................................................................................................................................................A - 3 Installing PC Entry............................................................................................................................A - 3 Network Requirements.............................................................................................................A - 3 Network Compatibility...............................................................................................................A - 3 PC Requirements .....................................................................................................................A - 4 Software Installation .................................................................................................................A - 4 Networked PC Installation ........................................................................................................A - 5 Single Non-Networked PC Installation .....................................................................................A - 5 Setting Up PC Entry Global Parameters..........................................................................................A - 6 Using PC Entry.................................................................................................................................A - 9 Home Department Clock In ................................................................................................... A - 11 PC Entry Transactions .......................................................................................................................... A - 11 Setting Up PC Transactions.......................................................................................................... A - 11 Starting PC Entry Transactions..................................................................................................... A - 11 Using PC Entry Transactions ........................................................................................................ A - 12 Appendix B File Formats Introduction ..............................................................................................................................................B - 2 Structure for Database: NAMES.DBF......................................................................................................B - 2 Structure for Database: HOURS.DBF .....................................................................................................B - 5 Structure for Database: JTMPUNCH.DBF...............................................................................................B - 6 ASCII File Format.....................................................................................................................................B - 7 Appendix C Timecard History Module Introduction ............................................................................................................................................. C - 2 Creating a Timecard Report.................................................................................................................... C - 2 Accessing the Timecard History Module ................................................................................................ C - 4 Creating a Timecard History Module Report .......................................................................................... C - 5

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Paychex Time In A Box User's Guide vii

Appendix D Exception History Module Introduction ............................................................................................................................................. D - 2 Accessing the Exception History Module................................................................................................ D - 2 Setup Menu............................................................................................................................................. D - 3 Exception Reason Codes................................................................................................................ D - 3 Exception Points.............................................................................................................................. D - 4 External Data File.................................................................................................................................... D - 7 File Maintenance Menu - Exception Records ......................................................................................... D - 8 Exception History Tab ..................................................................................................................... D - 8 Annual Summary Tab.................................................................................................................... D - 10 Exception Codes Tab.................................................................................................................... D - 11 Reason Codes Tab ....................................................................................................................... D - 11 Reports Menu........................................................................................................................................ D - 12 Utilities Menu......................................................................................................................................... D - 13 Update Exception Point Values..................................................................................................... D - 13 Eliminate Duplicate Exception Entries .......................................................................................... D - 14 Delete Exception Entries by Date/Type ........................................................................................ D - 14 Delete All Exceptions .................................................................................................................... D - 14

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viii Paychex Time In A Box User's Guide

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Paychex Time In A Box User's Guide 1 - 1

1 Basic Setup

Contents Introduction ..............................................................................................................................................1 - 2 PC Requirements.....................................................................................................................................1 - 2 Before You Begin .....................................................................................................................................1 - 2 Maintaining Payroll Rules.........................................................................................................................1 - 3 Entering General Payroll Rule Information ..............................................................................................1 - 5 Rounding Punches...................................................................................................................................1 - 7 Using Shift Rounding........................................................................................................................1 - 7 Setting Payroll Rule Exceptions .......................................................................................................1 - 8 Rounding Punches ...........................................................................................................................1 - 8 Entering Payroll Punch Rules ..................................................................................................................1 - 9 Entering Meal Payroll Punch Rules .......................................................................................................1 - 11 Entering Break Payroll Punch Rules......................................................................................................1 - 13 Entering Overtime Payroll Punch Rules.................................................................................................1 - 15 Setting Special Payroll Rule Days .........................................................................................................1 - 16 Setting Shift Premium Payroll Rules ......................................................................................................1 - 18 Setting up Department Segments and IDs ............................................................................................1 - 20 Entering General Department Segment and ID Information..................................................................1 - 21 Using One Segment Number .........................................................................................................1 - 22 Using Two Segment Numbers .......................................................................................................1 - 22 Using Three Segment Numbers.....................................................................................................1 - 23 Setting Up Department IDs ....................................................................................................................1 - 24 Propagating Departments ..............................................................................................................1 - 25 Clock Maintenance.................................................................................................................................1 - 27 Maintaining Employees ..........................................................................................................................1 - 29 Entering General Employee Information........................................................................................1 - 30 Setting Employee Schedules .................................................................................................................1 - 35 Creating Scheduling Speed Buttons ..............................................................................................1 - 37 Assigning Employee Schedules.....................................................................................................1 - 39 Setting Up Clock Communications ........................................................................................................1 - 43 Downloading Clock Parameters.....................................................................................................1 - 44 Downloading Employees to the Clock............................................................................................1 - 44 Polling the Clock.............................................................................................................................1 - 45 Editing Employee Time Cards ...............................................................................................................1 - 46 Using the Time Card Editor Screen ...............................................................................................1 - 47 Using the Time Card Editor Toolbar...............................................................................................1 - 49 Interpreting the Punches Frame.............................................................................................1 - 51 Interpreting the Edit Frame.....................................................................................................1 - 52 Interpreting the Transaction Frame........................................................................................1 - 52 Interpreting the Summary Frame ...........................................................................................1 - 52 Adding a Punch ......................................................................................................................1 - 53 Editing a Punch ......................................................................................................................1 - 55 Editing a Punch On Screen ....................................................................................................1 - 55 Editing a Punch Using the Edit Menu.....................................................................................1 - 55 Deleting a Punch ....................................................................................................................1 - 57 Reinterpreting a Punch...........................................................................................................1 - 58 Adding a Transaction..............................................................................................................1 - 59 Editing a Transaction..............................................................................................................1 - 60 Moving a Transaction .............................................................................................................1 - 62 Deleting a Transaction............................................................................................................1 - 63

Basic Setup

1 - 2 Paychex Time In A Box User's Guide

Introduction

Designed for small to medium-sized businesses, the Paychex Time In A Box® software package automates the process of time and attendance data collection, saving time and resources. Employee time is automatically collected from data collection devices, and is accumulated and separated into categories specified by the user. The software records employee in and out punches and other types of punches such as meals, tips, and department transfers. Paychex Time In A Box allows users to add and edit employee time, track accumulated tips, and generate reports. This section contains information about PC requirements for Paychex Time In A Box software and lists the procedures necessary to set up the software. In order to successfully use Paychex Time In A Box, it is required to set up the following: PC Requirements Payroll Rules Segments/Department IDs Clock Maintenance Employee Maintenance

Schedules Clock Communications (n/a to PC entry clients) Time Card Editor

PC Requirements • Pentium II 233Mhz or equivalent processor (400 MHz recommended) • Video resolution of 256 colors / 800 x 600 or higher • IBM Compatible (only) • Windows 98, Windows ME (Millennium Edition), Windows 2000, Windows XP

Professional Edition, or Windows 2003 Server • 64 MB RAM • 100 MB hard drive space

Before You Begin

Examples will be given throughout this guide to help you better understand how to use the features of Paychex Time In A Box. Some steps from screen capture callouts are excluded because they are optional steps, variable fields, or occur in another screen.

Basic Setup


Maintaining Payroll Rules

Payroll rules are guidelines that determine how Paychex Time In A Box calculates employee hours and assigns company regulations such as accumulation of overtime, tardy punches, length of breaks, length of meals, and holiday pay.

The Payroll Rule Maintenance screen has eight tabs: General, Rounding, Punches, Meals, Breaks, Overtime, Special Days, and Premiums. Each tab contains a unique function in setting up a payroll rule.

Important: If all employees follow the same payroll rules, then you only need one

payroll rule. However, if you have employees who follow different rules, for example, part-time employees, then you need two or more payroll rules.

Set up as many payroll rules as needed to meet your requirements, but

not more than necessary. The recommended payroll rule maximum is 20. If certain groups of employees are paid differently than others (different meal lengths, break rules, overtime rules, etc.), create a set of payroll rules for each group.

Start with the General tab (File | Payroll Rules) and enter information

for each tab in sequence.

Note: You must assign each employee to a set of payroll rules in Employee Maintenance (File | Employees).

Basic Setup


Before You Begin: Research your company regulations and determine how many

payroll rules you need. To Access: From the Main Menu toolbar: 1. Click File. 2. Click Payroll Rules.

The Payroll Rules Maintenance screen displays. To add a new record (payroll rule), click the New Record icon on

the Payroll Rule Maintenance toolbar.

To edit a record, click the Edit Record icon on the Payroll Rule Maintenance toolbar.

To delete a record, click the Delete Record icon on the Payroll Rule Maintenance toolbar.

To find a payroll rule name, click the Find Record icon on the

Payroll Rule Maintenance toolbar.

Basic Setup


Entering General Payroll Rule Information Use the General tab to enter the general information needed to begin the setup of payroll

rules.

1. Select the New Record icon from the Payroll Rule Maintenance toolbar. The Enter Payroll Rule to Add screen displays.

2. Enter a payroll rule name and click OK.

The payroll rule name now displays in the field below the toolbar. 3. In the Reference Date field, click the down-arrow to display a calendar and select

the starting date of your pay period.

Notes: This date must be at least one full pay period in the past and is used by the software to calculate starting dates of future pay periods.

You must enter a pay period reference date for each set of Payroll

Rules. 4. If a time of day change applies to this Payroll Rule, enter the time in the Time Of

Day Change field.

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Step 4

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Basic Setup


Time Of Day Changes tells Paychex Time In A Box when a new work day begins.

Leave the Time Of Day Change at 12:00am, unless it cuts into a shift. 5. Select the Pay Period Length (Weekly, Bi-Weekly, Semi-Monthly, or User-Defined). When selecting Semi-Monthly, the Reference Date must be the first of the month,

at least one pay period in the past. When selecting User-Defined, you must specify the number of days in the pay

period or manually enter your pay periods for irregular cycles in Utilities | Special Functions | User-Defined Pay Periods.

6. Under Holiday Posting, select Yes or No. Select Yes if your employees are required to work the scheduled day before and

after a holiday to be paid for that holiday. Note: You must assign Employee Schedules to use this feature. 7. Under Normal Shift Length, select the length of the normal work shift for the

employees that you are assigning to this payroll rule. This allows Paychex Time In A Box to determine if there is a missing out punch or if an employee worked a long shift.

Note: If you select Custom Shift, set a value that covers the longest possible

time that an employee assigned to this payroll rule would work.

Basic Setup


Rounding Punches

Use the Rounding tab to tell Paychex Time In A Box if you are using Punch Rounding or Shift Rounding. The term rounding refers to the adjustment of calculated time totals that reflect how the software applies your company policies. A round is a period of time that governs how Paychex Time In A Box adjusts the punch.

Employees must have assigned schedules to apply Punch Rounding. Shift Rounding does not require schedules. Regardless of the type of rounding, the actual punch times display on all reports and the employee time card; however, the software bases the calculated total time on the rounded amounts.

1. Click the Rounding tab to continue the setup of your payroll rule. 2. Under Rounding Method, select the type of rounding that you want to use. Punch Rounding adjusts each individual time clock punch by looking at the

rounding value (nearest quarter-hour, nearest tenth of an hour, no rounding) and calculating the time based upon where the punch falls within the given value in relation to the scheduled shift.

Shift Rounding pays the employee from the time of the In punch to the time of the

Out punch, less any meal breaks and deductions and then rounds the shift hours to the nearest specified value at the end of the shift. If you select Shift Rounding, Paychex Time In A Box will not allow you to enter values in the In and Out Punch Rounding fields in punch rule maintenance in the Punches tab.

Using Shift Rounding Under Calculations for Shift Rounding:

If you selected Shift Rounding as your rounding method, select how you want rounding to be calculated.

Step 1

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Basic Setup


Nearest Quarter Hour: Punches or shift total is rounded to the nearest

quarter hour.

Nearest Tenth of an Hour: Punches or shift total is rounded to the nearest tenth of an hour. This type of rounding is normally used by companies who require nearest tenth of an hour totals and use HH.dd.

No Rounding: Punch or shift total is paid from the time of the punch.

If you are using Shift Rounding, do not enter information in the Punches tab; click the Meals tab to continue the setup of your payroll rule.

Setting Payroll Rule Exceptions Under Flagged Exceptions, select the exceptions that you want flagged on time

cards and exceptions reports. Enter the amount of minutes before and after the start and end times to generate this exception.

Note: Enter 99 in any field that you do not want flagged for a selected category.

Early In punches display an e next to the In punch. Tardy In punches display a t next to the In punch. Early Out punches display an e next to the Out punch.

Late Out punches display an l next to the Out punch

Rounding Punches If you selected Punch Rounding as your Rounding Method, your selections

display in the Punches tab screen. Note: Punch Rounding requires the use of schedules.

Basic Setup


Entering Payroll Punch Rules Use the Punches tab to set parameters that apply to company policies regarding punch

times. For example, you can permit workers to clock out after the end of their shift, but only pay them to the end of their shift.

1. Click the Punches tab to continue setting up your payroll rule. 2. Under In Punch Rounding Rules, select Yes if you want early In Punches to round

to the start of the schedule or select No if you do not want to round to the start of the schedule.

If you select Yes:

Select within how many minutes to round the punch (30, 15, or 12).

Note: Punches within the selected amount of time prior to the start of the shift are rounded forward and paid from the start of the shift time.

Select how Very Early In Punches should be rounded from the drop-down

list (Nearest Quarter Hour, Nearest Tenth Hour, or No Rounding). Note: Punches before the Very Early In option, but within 1 hour of the

scheduled start time are adjusted in accordance with this selection.

Select how Late In Punches should be rounded from the drop-down list

(Nearest Quarter Hour, Nearest Tenth Hour, or No Rounding).

Step 1

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Basic Setup


If you select No:

Select how Early/Very Early In Punches should be rounded from the drop-down list (Nearest Quarter Hour, Nearest Tenth Hour, or No Rounding).

Select how Late In Punches should be rounded from the drop-down list

(Nearest Quarter Hour, Nearest Tenth Hour, or No Rounding). 3. Under Out Punch Rounding Rules, select Yes if you want late out punches to

round back to the end of the schedule or select No if you do not want to round back to the end of the schedule.

If you select Yes:

Select within how many minutes to round the punch (30, 15, or 12).

Note: Punches within the selected amount of time after the end of the shift are rounded backward and paid from the end of the shift time.

Select how Very Late Out Punches should be rounded from the drop-

down list (Nearest Quarter Hour, Nearest Tenth Hour, or No Rounding). Punches after the Very Late Out option, but within 1 hour of the scheduled

end time are adjusted in accordance with this selection.

Select how Early Out Punches should be rounded from the drop-down list (Nearest Quarter Hour, Nearest Tenth Hour, or No Rounding).

If you select No:

Select how Late/Very Late Out Punches should be rounded from the drop-down list (Nearest Quarter Hour, Nearest Tenth Hour, or No Rounding).

Select how Early Out Punches should be rounded from the drop-down list

(Nearest Quarter Hour, Nearest Tenth Hour, or No Rounding).

Basic Setup


Entering Meal Payroll Punch Rules

Use the Meals tab to set automatic meal deductions for times when an employee cannot or does not punch out for a meal. If you set an automatic meal deduction and an employee punches out for a meal, the software overrides the automatic meal deduction.

1. Click the Meals tab to continue the setup of your payroll rule. 2. Under Automatic Meals Deduction Rules, select Yes if you want the software to

deduct an automatic meal based on the hours worked or select No if you do not want to have meals automatically deducted.

If you select Yes:

Select how many minutes to automatically deduct (15, 30, 45, or 60). Enter how long an employee must work before the deducted amount is taken.

If a meal is punched, then the software automatically overrides this feature. 3. Under Meal Punch Rules, select Yes if you want Paychex Time In A Box to deduct

an automatic meal based on the hours worked or No. If you select Yes: Select the amount of time for the minimum deduction (15, 30, 45, or 60). The software will deduct the amount of time you specify when an employee

punches for a meal, even if the meal interval is less than the amount of time specified.

Step 1 Step 2

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Basic Setup


For example, if your employee takes a 28 minute meal, the deducted time

amount for the meal punch will be 30 minutes if you specified a 30 minute minimum meal punch deduction.

4. Under Ideal Meal and Rounding: Select the ideal meal amount permitted by your company (15, 30, 45, or 60). Note: When setting Ideal Meal and Rounding options, the software reports

exceptions for employees taking short and long meals. Select how meal time should be rounded from the drop-down list (Nearest

Quarter Hour, Nearest Tenth of an Hour, or No Rounding). 5. Under Paid Meal Rules, select Yes if you want the meal time to be included in the

hours worked or select No if you do not pay for meals. If you select Yes, select how many minutes are permitted for the meal (15, 30, 45, or

60). The software deducts all meal intervals over this amount from the totals for the

employee.

Basic Setup


Entering Break Payroll Punch Rules

Use the Breaks tab to define how Paychex Time In A Box sets the meal exceptions and interprets and applies your company break rules.

1. Click the Breaks tab to continue setting up your payroll rule. 2. Under Meal Exception Rules: If desired, select Short Meal Exception. Note: This function only applies to Punched Meals. If you select Yes: Enter the number of minutes less than the Ideal Meal that you want the

exception to show. For example, if you want to see exceptions for employees taking less than 45 minutes during a 60 minute Ideal Meal, you would enter 15 in this field.

If desired, select Long Meal Exception.

If you select Yes:

Enter the number of minutes more than the Ideal Meal that you want the exception to show. For example, if you want to see exceptions for employees taking more than 1:10 minutes during a 60 minute Ideal Meal, you would enter 10 in this field.

If desired, select No Meal Exception.

Note: You cannot use this option if you selected an Automatic Meal Deduction on the Meal tab of your payroll rule.

The following Meal Exception Codes print on time cards next to Meal Punches:

Step 1

Step 2

Step 3

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Basic Setup


m Meal Punch s Short Meal - Less than the Ideal Meal Limit l Long Meal - Exceeds the Ideal Meal Limit m When shown next to an Out punch, indicates that No Meal Deduction

was taken - automatic or punched.

3. Under Break Punch Rules: Enter an amount of time between 1 and 15 minutes for the ideal break (the time

permitted by your company for a break). Notes: If you are not using breaks, enter a zero into this field.

If your employees do not punch for breaks, make no entries in this field.

You can only have one set of break punch rules and they apply to all breaks in the day.

If you select No Break Exceptions, the appropriate break punch exceptions print on time cards next to Break Punches.

b Break Punch - Shown between break out and break in punches s Short Break - Less than the Ideal Break Limit l Long Break - Exceeds the Ideal Break Limit b When shown next to an Out punch, indicates that No Breaks were

punched for the day

Select how you want breaks longer than ideal to be rounded from the drop-down list (Nearest Quarter Hour, Nearest Tenth Hour, or No Rounding).

Select if you want to flag employees who do not take a break during their

scheduled shift. 4. Under Break Deduction: Select Yes if your company has a mandatory break deduction or select No if

your company has no mandatory break policy. If you select Yes: Enter an amount of time between 1 and 15 minutes provided for the break. Note: Any break interval deducts the minimum amount of time specified

(between 1 and 15 minutes), even if the duration of the punched break is less than the specified amount.

If you select No: Select if there is a paid break amount. If your company provides a paid break, select Yes and enter an amount of

time between 1 and 15 minutes provided for the break. The software automatically deducts any break interval that exceeds the amount entered in the field from the employee time card.

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Entering Overtime Payroll Punch Rules

Use the Overtime tab to set your company's Overtime and Double Time regulations.

1. Click the Overtime tab to continue setting up your payroll rule.

2. If you selected a Semi-Monthly or User Defined Pay Period in the General tab, select which day of the week you want the software to use as the beginning of the week for the calculation of weekly overtime.

Note: If you calculate overtime based on a semi-monthly pay period, you will

have to do manual calculations. 3. Under Overtime, in every field, enter the number of hours the employee must work

before the calculation of that particular type of overtime occurs. If you specify Weekly Overtime, you can also specify a Daily Overtime value, but

you cannot specify a Period Overtime value. 4. If your company pays Double Time, enter the number of hours the employee must

work before the calculation of Weekly, Daily, or Period double time begins.

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Setting Special Payroll Rule Days In addition to Daily, Weekly, and Pay Period overtime, you can also define special days

as overtime. Use the Special Days tab to specify a specific day of the week, so that an employee working on that day accumulates hours as overtime or double time.

Special Day overtime accrues overtime or double time for eligible employees regardless

of the parameters set for the Daily, Weekly, and Pay Period Overtime Payroll Rules if the employee works on the selected days.

1. Click the Special Days tab to continue setting up your payroll rule. 2. Under Calendar Day Overtime, select which days the software will always consider

Overtime or Double Time days. You can select up to two Special Overtime days. For example, if you want your

employees paid Double Time for hours worked on Saturday and Sunday, select the Saturday and Sunday check boxes under Double Time.

Note: You cannot select the same day for Overtime as Double Time. 3. If your company requires that employees work consecutive days before paying

Overtime or Double Time, under Consecutive Day Overtime, specify the total number of consecutive days employees must work before redeeming Overtime or Double Time in the fields provided.

For example, if you enter 6 in the Overtime Consecutive Days field, any employee

assigned to this set of payroll rules will receive overtime pay on the sixth consecutive day.

Note: Do not use the OT Limit field, unless your company has Operations in the

State of California or has a law regarding consecutive day overtime.

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4. If you are using Consecutive Day Overtime, under Counter Reset, select whether

Paychex Time In A Box should reset the counter at the Pay Period Start or after a specific number of days.

For example, if you are paying the seventh consecutive day overtime with a weekly

pay period, you can reset the counter at the pay period start, so that the employees who worked seven days in a row are not paid for overtime on the first day of the new pay period (which would be the eighth day).

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Setting Shift Premium Payroll Rules

Use the Premiums tab to set shift premiums (different pay rates for hours worked on second or third shifts). Premiums must have a category programmed to put the time into and will also need premium overtime categories. Use different categories for each Shift Premium. For example, the category that holds Shift 2 Regular must be different form the one that holds Shift 2 Overtime or Shift 3 Regular. Notes: You must set up categories to use the Premiums tab.

Paychex Time In A Box allows only one premium per shift.

1. Click the Premiums tab to complete the setup of your payroll rule. 2. Under the Shift 2 column, enter the Start Time and End Time for your shift

premium.

Notes: In punches within two hours on either side of the start time qualify that employee for the specified premium, beginning at the Premium Start Time designated.

The software treats any hours that fall outside of the premium specified

as non-premium hours. 3. Enter the Category Number for your Shift 2 Regular Category.

Note: You must enter the proper category for the shift or the software will disregard the Shift Premium and pay the employee their regular wage.

4. Double check your categories by clicking File | Categories. Click the List Records

icon to list all of your categories.

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5. On your taskbar at the bottom of your screen, click the Payroll Rule Maintenance

screen to reopen this screen. 6. Using the procedure in step 3, enter the Category Number for your Shift 2 Overtime

Category. 7. If your company pays a Double Time Premium for Shift 2, enter the Category

Number for the Shift 2 Double Category. 8. Under the Shift 3 column, repeat steps 1 - 4.

9. Click the Save Record icon to save your payroll rule.

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Setting up Department Segments and IDs

Use Global System Parameters for the general setup of Paychex Time In A Box. The Global Parameters screen has three tabs: General Information, Department Segments, and Department ID Maintenance. Each tab performs a unique function.

To Access: From the Main Menu Toolbar, 1. Click Utilities.

2. Click Global System Parameters. The Global Parameters screen, General Information tab displays.

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Entering General Department Segment and ID Information 1. Click the Edit Record icon .

2. In the Company Name field, verify the company name (entered when the software was installed).

The company name is downloaded and displays on TM and FP series clocks (when

you connect to your time clock – does not apply to PC entry), reports, and the Active Status bar.

3. In the Contact field, the contact information (entered when the software was

installed). 4. In the Address and Phone Number fields, enter your address and phone

number(s).

5. Select Use AM/PM For Time Display if you want to use an AM/PM format instead of a 24-hour (military) clock as your system display time.

6. Select the Totals Format that you want to print on time cards and reports. Selecting hh:mm displays the totals as hours and minutes. Selecting hh:dd displays totals as hours and decimals.

7. Click the Save Record icon .

Setting up Department Segments Use the Department Segments tab to track the different cost centers of your company (for example, by location, department, and position). Setting Department Segments allows you to track labor costs when employees earn different rates of pay depending on the operation performed or job performed. You may create up to three department segments. Segment 1 is the broadest level, such as Location or Region. Segment 2 is a middle level, such as Department or Cost Center. Segment 3 is the most detailed level, such as Position or Job ID. The Department Segments have 15 total character spaces available with a maximum of 12 character spaces for any one segment. The bars on the graph on the left of the screen display how many of the 15 characters are used.

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The text on this screen is only an example of possible names and lengths for department segments. Before You Begin: Plan your department breakdown so that you can easily access

reports for specific departments or groups of departments. If you are going to use the Propagate Departments feature (under

the Department ID Maintenance tab), the length of the individual segments must be exactly the same length as those entered in the Department Segments tab.

Using One Segment Number 1. Click the Department Segments tab.

2. Click the Edit Record icon from the Global Parameters Maintenance toolbar. 3. In the Segment 3 field, enter the name for this segment. 4. In the Length field, enter the length (up to 12 characters) for this number.

5. Click the Save Record icon . Example: Your company has employees who are identified by a four-digit Job ID. In

the Segment 3 field, enter the words Job Id; in the Length field, enter the number 4.

Using Two Segment Numbers 1. Click the Department Segments tab.

2. Click the Edit Record icon from the Global Parameters Maintenance toolbar.

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3. In the Segment 2 field, enter the name for this segment. 4. In the Length field, enter the length for this number. 5. In the Segment 3 field, enter the name for this segment. 6. In the Length field, enter the length for this number.

7. Click the Save Record icon . Example: Your company identifies employees by department and position. The

department code is four digits and the position code is two digits. In the Segment 2 field, enter the word Department; in the Length field, enter the number 4. In the Segment 3 field, enter the word Position and in the Length field, enter the number 2.

Using Three Segment Numbers 1. Click the Department Segments tab.

2. Click the Edit Record icon from the Global Parameters Maintenance toolbar. 3. In the Segment 1 field, enter the name for this segment. 4. In the Length field, enter the length for this number. 5. In the Segment 2 field, enter the name for this segment. 6. In the Length field, enter the length for this number. 7. In the Segment 3 field, enter the name for this segment. 8. In the Length field, enter the length for this number.

9. Click the Save Record icon . Example: If your company identifies employees by location, department, and job

identification number, then you may use a three character city abbreviation to identify location, a four-digit department code, and a six-digit position number. In the Segment 1 field, enter the word Location; in the Length field, enter the number 3. In the Segment 2 field, enter the word Department; in the Length field, enter the number 4. In the Segment 3 field, enter the word Position; in the Length field, enter the number 6.

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Setting up Department IDs

Use the Department ID Maintenance tab once you have set your Department Number Segments. You must enter the information for each of these segments in the Department ID Maintenance tab. Example Screen

The Department Segments that you select in the Department Segments tab display on your screen. The text on this screen is only an example of possible names and lengths for department segments.

1. Click the Department ID Maintenance tab. 2. From the Department Segments at the right, click the first radio button (location on

the example screen).

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3. Click the Add Record icon . 4. In the grid, under each column, enter the ID and Description for each Department

Segment item (location on the example screen).

Note: You must click the Save Record icon and the New Record icon after each entry.

5. Repeat steps 1 - 3 for each Department Segment ID (on the example screen, this is

Department and Position).

Propagating Departments

The button allows you to propagate departments. For example, if you have two locations, NY and PA, and two departments, Sales and Admin, propagating departments will give you the following combinations: NY – Sales NY – Admin PA – Sales PA – Admin a. Click PropDept and follow the screen prompts.

Note: You may receive a pop-up window asking the question, “Are you

sure you want to create every possible combination of departments that are available? If you click Yes, you will need to manually edit/delete invalid combinations.”

The PropDept utility calculates every possible combination of your segments and enters these combinations in the fields of the Department IDs tab.

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You can only use this utility if all of your IDs for each segment are the exact

length that you set in the Department Segments tab. For example, if you entered the length of Segment 1 (Location) as 2 in the Department Segments tab, you must enter only two characters for each Location ID in the Department Maintenance ID tab for the utility to work.

b. Click Yes. Another pop-up window displays.

Note: Make sure that the “Purge Current Dept ID File Before Adding

New Entries” checkbox is checked. c. Click Start. In the same pop-up window, in the second outlined box, an “Update Completed” message displays. d. Click Exit.

6. If necessary, delete any unwanted departments by selecting the row and clicking the

Delete Record icon .


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Clock Maintenance

Paychex Time In A Box comes with a pre-configured clock named YOUR CLOCK. Use the clock maintenance procedures for setup only.

To Access: From the Main Menu Toolbar, 1. Click Clock Related.

2. Click Clock Maintenance. The Clock Maintenance screen displays.

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3. Click the Edit Record icon. 4. In the Type field, select the clock that you are using.

5. In the Address field, enter an address for your clock. Each clock in your network must be identified by a number or address such as 01,

02, 03, etc. The address allows the PC to communicate with a specific clock on the network. An address must be a unique two-digit number and the value entered in this field must match the value set at the clock.

6. To setup clocks in different time zones, enter the offset hours in the Offset Hours

field. Examples: If a clock in another time zone is an hour behind your time, enter -1 in

this field. If a clock is in a time zone two hours ahead of your time, enter 2 in this

field.

7. To restrict the use of this clock to a specific supervisor, enter the number of the supervisor in the Supervisor field.

Enter 0 to allow all supervisors to use this clock. 8. In the Connection Type field, select how you are connecting to the clock. Cyber Series clocks use TCP/IP connection. If your clock uses a TCP/IP connection,

when you select the clock type, the Connection Type will automatically default to TCP/IP (Internet).

9. From the Employee Download field, select an Employee Download option. Home Send employee information to the employees Home Clock only. All Send information for all employees to all clocks. None No employee information is downloaded to the clocks; however, special

badge information is still downloaded.


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Maintaining Employees

Use the Employees menu option to add, maintain, and store employee information.

To Access: From the Main Menu: Click File. Click Employees. The Employee Maintenance screen, General tab displays.

Note: The Employee Maintenance screen has four tabs: General,

Wage Rate Table, User Fields, and Accumulators. Each tab contains a unique function for setting up employees.

To add a new record (employee), click the New Record icon on the

Employee Maintenance toolbar.

To edit a record, click the Edit Record icon on the Employee Maintenance toolbar.

To delete a record, click the Delete Record icon on the Employee Maintenance toolbar.

To find a specific employee, click the Find Record icon on the

Employee Maintenance toolbar.

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In order to prevent re-editing of employee records, set up your User Fields titles

before entering employees. You cannot be in the Editing mode when editing User Fields titles.

1. Click the User Fields tab. 2. Add, delete, or modify field names.

User Field 12 is reserved for special report sorting options (in the Employee Maintenance screen, General tab). If you change this title, the revised title prints on reports. If your company does not want to use this field for report sorting options, title this field as you choose.

3. Click when you are finished editing

User Fields titles. Entering General Employee Information

Use this screen to enter the general information needed to begin the setup of your Employees.

You must set up Department IDs before entering employees. If you have not set up your Department IDs, refer to page 1-24, Setting Up Department IDs.

Select the order that you want to view the records (by employee number – default, employee name, badge number, review date, etc.) from the Order By: drop-down list.

1. Click the New Record icon from the Employee Maintenance toolbar. The Enter Employee Number to Add screen displays.

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2. Enter the Employee Number used to identify the employee and click Ok. Note: This is a mandatory field. The employee number must match the

employee ID in Preview/Paylink (if applicable).

The employee number can be a Social Security number or a payroll ID number up to ten digits with no dashes. If you enter less than ten digits, the software fills the field with zeros in front of the number.

To turn off the leading zeros or to use alphanumeric options, click Utilities | Global

System Parameters | Special Options. This option cannot be used if you are using a Social Security number as the

employee number. Once you enter an employee number, you cannot change it from this screen. The Employee Number: field populates with the number that you enter.

3. Enter the Employee Name (last name, then first, separating the names with a comma and a space) in the Employee Name: field. This is a mandatory field.

Note: The software uses the last name to search alphabetically and sort reports. The first name is downloaded to TM series clocks and the full name is downloaded to ST2 clocks and FP clocks (if that option is selected).

4. Enter the Badge Number (PIN) in the Badge Number: field assigned to the

employee. This is a mandatory field. You must assign each employee a unique badge number.

If you are using a PIN for keyboard entry at the clock (rather than swipe badges or if

using PC Entry), enter the assigned PIN in the Badge Number: field. You also need to change the Allow Keyboard Entry of Badge # At Clock option to

Y (click Clock Related | Clock Global Parameters).

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Notes: Time clocks used with Paychex Time In A Box accept a ten-digit maximum badge number.

The Employee Number and Badge Number are separate and distinct

numbers; however, they can be the same.

You can assign an employee marked with a status of Salary a badge number of 0.

5. Enter the Home Department ID for the employee by selecting their segments from

the drop-down lists in Dept ID Segments (near the center of the screen). This is a mandatory field.

If you select a combination that does not exist, a Dept ID Not Found message displays when you save the record advising you that the combination does not exist. If you want to add this combination, click Yes (if you click No, reports may not operate properly).

6. Select the employee's Home Clock (where they will normally punch in and out) from

the Home Clock: drop-down list. This is a mandatory field. Even if employees are allowed to use any clock, you must still assign a home clock.

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Note: You can assign salaried employees to any clock, as they will not punch in

and out. 7. Select a Restriction (if applicable) from the Restriction: drop-down list. Restrictions

prevent employees from clocking in at unauthorized times. 8. Select the Payroll Rule for this employee from the Payroll Rule: drop-down list.

This is a mandatory field.

Note: You must assign a Payroll Rule to all employees in the software. If you want to track salaried employees, but they are not required to punch in, create a payroll rule called Salary and assign that rule in this field.

9. Select an Automatic Schedule from the Auto Schedule: drop-down list if you want

to assign this employee to an Automatic Schedule. Automatic Schedule assignments are optional schedules that adjust for employees

whose work hours prevent them from following a set schedule and can be assigned as a backup to employee scheduling.

10. Enter the Hire Date for this employee from the Hire Date: drop-down box/calendar.

This is mandatory if you are using the Benefits Accrual utility. 11. Enter the date that the employee is eligible to receive credits for holidays in the

Holiday Credits After: field. The default date when adding new employees is 12/31/2010.

Note: If the employee will never be eligible, enter a date far in the future (for

example, 2/10/2010). 12. Select the appropriate Status for the employee from the Status radio button list. A Active - An active, punching employee. I In-Active - An employee temporarily not working (leave of absence, Workers'

Compensation, etc.). T Terminated - An employee who is terminated, but who still has data (punches,

transactions, etc.) that has not been paid.

Note: Employees marked as Inactive or Terminated do not print on reports, but the general employee information in Employee Maintenance is still available. When an employee is marked as terminated, all general employee and punch transaction information is removed from the software when the Discard Old Punch Data utility is executed from the Utilities menu, provided the employee does not have any punch or transaction data in the current or previous pay period.

S Salary - When an employee is marked with an S status, an additional field

(hours Wkd/Week) displays under the Holiday Credit After: field. Notes: If you select Salary, you must also enter the number of hours

per pay period that the employee receives (located under Holiday Credits After: field).

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If you select Salary and wish to obtain true dollar reports, divide the

weekly salary of the employee by the number of hours that they are expected to work and enter that amount in the Wage Rate Table tab.

13. Select the Supervisor of this employee from the Supervisor: drop-down list. If you have not entered supervisors, click Utilities | Password Maintenance. Refer

to the Advanced Setup section for additional information. 14. If you want to include a digital photograph of the employee, double-click on No

Image on File. Select the drive that contains your picture, double-click the picture name, and click Select Picture.

Supported picture formats are .bmp, .dib, .jif, .jpg, .pcx, .png, .rle, .tga, .tif, .wmf, and

.wpg.


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Setting Employee Schedules

Schedules provide a starting and stopping time for a work period. Schedules also allow the software to apply punch interpretation according to assigned payroll rules. Employees must have assigned schedules to apply rounding. All Scheduler screen settings (color selections and speed buttons) are saved for each supervisor in a file called SCHEDINI.xxx (where xxx is the assigned supervisor number). To Access: From the Main Menu, 1. Click File. 2. Click Schedules. The Scheduler screen displays.

The Scheduler screen has two toolbars: a function toolbar and a Speed Button toolbar.

Function Toolbar

Many of the icons on this toolbar are the same as on the Maintenance toolbars; however, there are some icons that are specific to assigning schedules.

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Icon Description/Action

Load Schedules. This icon loads the existing schedule for all employees (up to three months prior and nine months into the future).

Show First Week (three months in the past).

Show Previous Week.

Show Current Week - Displays the current week, starting with the date on your PC.

Show Next Week.

Show Last Week (nine months in the future).

Grid Color Selection - Allows each user to customize the schedule grid with their choice of colors. To Change the Grid Color

1. Click the Grid Colors icon to display the Grid Color Selection screen.

2. Click Back Color, then click a color to display the first grid line

color option.

3. Click Alternate Color, then click a color to display the second grid line color option.

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Speed Button Toolbar

Speed Buttons provide a quick way to enter schedule data. You may create up to five

speed buttons per supervisor. If you do not want to use speed buttons, you can manually type entries into the individual schedule cells. Refer to the Assigning Schedules procedures for more information on manually assigning schedules.

If you are using speed buttons to schedule employees, you must set up your

speed buttons before assigning schedules.

Creating Scheduling Speed Buttons

1. Click the icon. The Edit Speed Buttons screen displays.

2. Under the Time Range column, enter the time range. The Off button (which cannot

be deleted or edited) has been pre-set and is used to schedule employee's days off.

3. Select Non-Scrolling if you want the speed button to always occupy one of the first

three positions on the Speed Button Toolbar.

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4. Under Type, select Permanent (Perm) or Temporary (Temp) from the Type drop-

down list. Select Permanent (Perm) if the assignment (whether a one day or one week

schedule) is permanent and cannot be rolled over. Permanent schedules can be set for a specified number of days on and days off.

Select Temporary only if you need to modify days with an existing schedule. If a

Temporary assignment is made to a day without a schedule, the rollover includes a blank or unscheduled day. Temporary assignments display in blue on the schedule.

5. Under Days On and Days Off, enter the number of consecutive days on and days

off. When this Speed Button is applied, the schedule is filled for the assigned number of

days on and off. Note: If this is a Temporary (Temp) button that only represents a one-day

assignment, leave both Days On and Days Off blank.

6. Under Shift, select the employee's shift (1, 2, or 3) from the Shift drop-down list.

7. Complete steps 2 - 6 for each speed button that you want to create. 8. Click Save (at the bottom of the screen) when you are finished creating your speed

buttons.

9. Click the Load Schedules icon on the Function toolbar.

Note: When in edit mode, place the cursor over a button for more than one second to display the Speed Button set up.

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Assigning Employee Schedules

1. Select the filters for the employees that you want scheduled.

2. Click the Load Schedules icon on the Function toolbar.

3. Click the Edit Record icon on the Function toolbar. 4. If you are assigning schedules using speed buttons, select the time period you want

to display in the Speed Button Advance Fill… section of the screen.

Note: If you are not assigning schedules using speed buttons, go to step 5. 5. Select your Rollover option.

If you want the software to automatically update your schedules, select Yes and

enter the Period Length (number of days for the Rollover).

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Notes: The software counts back the selected number of rollover days from

the last permanent schedule day entered and rolls the entries forward for the specified period.

The schedule populates for one rollover period into the future based on the date on your PC. The software is updated once a day upon entering Paychex Time In A

Box.

The software checks the system date, looks at the schedule, and rolls over the schedule, if appropriate.

The default entries are Yes and Period Length of 7 days. Any change to this default length must be made to each employee that it would apply to. To change default entries, click on the employee name and change the period length for rollover.

Notes: Select No if you want to manually enter and update your schedules and

enter a 0 in Period Length.

If you select No, you must enter schedules on a continuing basis or employees will display as unscheduled when they work on a day in which the schedule has not been populated.

You can schedule up to nine months into the future from the current

date.

6. Enter the Default Meal Amount in the Default Meal Amount: field.

Note: This will apply to all employees unless you enter a different amount for individual employees.

7. Click the dates under Totals Period. The Totals Period Range screen displays.

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8. In the Totals Period Range screen:

a. Select a Start Date and an End Date from the Use Date Range… drop-down

lists. or

Select a specific day of the week for the totals to be calculated by selecting a day in Default Start Day To drop-down list and enter the number of days to be included in the calculations in the Default Number of Days In Period To field.

b. Enter an hour amount in the Flag When Hours For This Period Over: field.

Note: Any value in the Totals column in the Paychex scheduler screen that exceeds this entry displays in red.

c. Select View All Schedules if you want to use all schedules in the calculation,

regardless of the period selected. d. Click OK.

9. To enter employee schedules using Speed Buttons in the Paychex Scheduler

screen: a. Scroll until the first day of the schedule that you wish to apply as the first day to

display in the screen. b. Highlight the entire row if you wish to schedule a time period or click a single

cell of the day if you want to schedule one day at a time.

c. Click the Speed Button for the schedule that you want to apply.

The entire row or individual day is filled in with the schedule.

d. Continue this step until all employees are scheduled.

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To enter employee schedules manually: a. Click the cell for the day and employee that you want to schedule. b. Enter the employee's schedule for that day. c. Continue this step until all employees are scheduled.


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Setting up Clock Communications

The Clock Related menu contains options that allow you to control the clocks used in the software. Items that display in the Clock Related menu and Clock Communications menu vary. Menu items displayed depend on the type of clocks that you installed and added to the software. Clock Communications is not used by PC entry clients. To Access: From the Main Menu, click Clock Related.

The Clock Communications option, which contains a sub-menu, allows you to perform clock-related functions that range from polling the clocks to sending employee messages. Depending on the clock, additional options may display on the Clock Communications menu.

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Downloading Clock Parameters

The Download Clock Parameters option downloads the parameters for each type of clock as set in Clock Parameters, sets the PC's date and time at the clocks, and downloads function key prompts set for each clock. 1. From the Clock Communications drop-down list, select Download Clock

Parameters. The Enter clock to Download to screen displays.

2. Enter the clock name or select the clock from the drop-down list. To download parameters for all clocks, leave the name field blank. 3. Click Ok.

Downloading Employees to the Clock

The Download Employees option allows you to: Download badge information and employee names to the clocks including Special

Badges.

Download Badge for Hours information. Download Schedule information.

Download Restrictions.

Download Messages.

1. From the Clock Communications drop-down list, select Download Employees. The Select clock to download to screen displays.

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2. Enter the clock name or select the clock from the drop-down list. To download parameters for all clocks, leave the name field blank. 3. Click Ok.

Polling the Clock

The Poll Clocks option allows you to retrieve employee punch data stored in the clock. To maintain current records and reports, poll clocks at least once daily. Depending on clock type, there is a limit to the amount of punches that can be stored at the clock. For PC entry, punches collected at a PC entry station will automatically be available to view in the Time Card Editor screen. 1. From the Clock Communications drop-down list, select Poll Clocks. The Select Clock to be Polled screen displays.

2. Enter the clock name or select the clock from the drop-down list. Note: To poll all clocks, leave the name field blank. 3. Click Ok.

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Editing Employee Time Cards

This section contains the procedures necessary to add, edit, and delete punches and transactions. A punch refers to employee time entered or punched at the time clock. A transaction refers to the addition or subtraction of values in any specified category (for example, adding manual data, such as sick time). The Punch menu consists of four options: Time Card Editor, Global Punches, Global Transactions, and Holiday Transactions. To Access: From the Main Menu, click Punch.

Use the Time Card Editor to add punches, edit punches, delete punches, add time, or add dollars to non-punched categories to maintain accurate employee records. Paychex Time In A Box interprets the punch information for each employee based on your payroll rules.

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Using the Time Card Editor Screen

The Time Card Editor screen is made up of five different parts: the Time Card Editor toolbar, the PUNCHES frame, the EDITS frame, the TRANSACTIONS frame, and the SUMMARY frame.

Punches Frame

Edits Frame

Transactions Frame

Summary Frame

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Place your cursor in the Time Card Editor screen and right-click to display the menu:

Use this menu to perform all of the functions on the toolbar and select which of the four frames of the Time Card Editor you want to display. The Reload Payroll Rules option only displays if you log in using the master password. It reloads the timecard after you have made payroll rule changes, so you do not have to exit the software and re-enter.

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Using the Time Card Editor Toolbar

The Time Card Editor toolbar is a fixed toolbar and cannot be customized.

Icon Description

Displays the Add Punch screen.

Displays the Add Transaction screen.

Displays the Move Transaction screen, which allows the user to move an interval or value to a different category, department, or day.

Displays the Find an Employee screen, which allows the user to search for a specific employee. Search by employee number, badge number, or by employee name.

When searching by employee name, the software finds the records that most

closely match your entry.

Displays missing Punches, which allows the software to search through all employee time cards to find the next employee with a missing punch for the pay period displayed.

Displays the current or previous pay period. Click to switch the pay period displayed (current or previous).

Displays the Schedule/Rule Information screen, which lists the employee's assigned schedule for the selected pay period. A maximum of a 14-day schedule displays.

Displays the Benefit Totals screen, which lists current benefit total information for the selected employee. If your company uses the Benefit Accrual utility, you can edit all fields on this screen.

Displays the Employee Information screen, which gives a summary of the selected employee's file.

Displays the Timecard Color Setup screen, which allows supervisors to set desired colors (for punches, exceptions, etc.) for timecards. Click on an item to change its display color.

Displays the first employee record.

Displays the previous employee record.

Displays the next employee record.

Displays the last employee record.

Basic Setup


Icon Description

Displays the Time Card List Report screen, which provides a choice of listing Punch information (for the employee displayed) or Transaction information (for the employee displayed or all employees). Punch List The Punch Listing displays the actual punch time as well as the adjusted

time after the Payroll rounding rules are applied. This is the only location where rounded punches are shown.

Select Punch List Report, then select OK. Select a range of dates for the report at the Enter Date Range for Punch screen. This screen displays default From and To dates that are linked to the pay period of the time card displayed. To enter different dates, select the arrow next to the date fields to display a calendar.

Transactions List The Transaction List displays a list of all transactions for one employee or all employees, for one category or all categories, for a desired range of dates.

Displays the selected Time Card Report. You will be given the option to send the time card to the screen, printer, or file (export).

Close form (exit).

Basic Setup


Interpreting the Punches Frame

The Punches frame displays all information regarding punch data including the day and date of the punch, the time of the punch, any exceptions associated with the punch, department transfer (if applicable), daily totals, and period totals for each day. As punch data is received from the clock (or added at the PC for PC entry clients), Paychex Time In A Box interprets the punch according to the payroll rule and schedule assigned to the employee and places it in the Punches window in the correct position.

Meals and Breaks are identified in this column.

The Exception columns will display

up to three exceptions per

punch.

If you click on the exception block, you

will be shown an explanation of what type of punch, what

the exception code(s) mean, and any

Reason Codes that have been applied.

The triangle (blue on the screen) indicates that a

reason code has been attached to this punch (if the Exception History

Module is installed.).

Basic Setup


Interpreting the Edit Frame

Each supervisor with access to Time Card Editor has the option of displaying the Edit frame. A Supervisor Number of 000 means that the person making the edit was logged in using the Master Password.

Interpreting the Transaction Frame

Transactions are the manual addition or subtraction of values in any specified category (for example, manually adding eight hours of sick time).

Interpreting the Summary Frame The Summary Frame, located at the bottom of the Time Card Editor screen, displays a summary of the data contained in the Punch frame and the Transaction frame with time assigned to the appropriate department if department transfers have occurred. The categories will only display if you selected Display Categories in the Category Maintenance screen (File | Categories).

If a punch is modified, both the old punch and the

new punch will display.

The TYPES are: A - Added E - Edited D - Deleted

Supervisor number who performed the action.

Basic Setup


Using Time Card Editor Screen Functions Adding a Punch

1. From the Time Card Editor Toolbar, click the Find Employee icon to display the desired employee.

or Select the desired employee from the drop-down list in the Employee Number:

field. 2. From the Time Card Editor toolbar, click the View Previous/Current Pay Period

icon to toggle to the current or previous pay period for the punch that you are adding.

3. From the Time Card Editor toolbar, click the Add Punch icon . or Place your cursor in the punch that you want to add, right click to display the

following drop-down list, and select Add Punch.

The Add Punch screen displays by default in the current pay period.

Basic Setup


4. Select the date for the punch from the calendar.

5. In the Punch Data fields: Enter the Time of the punch in the Time: field using the hh:mm format (using a

for a.m. and p for p.m.) or use a 24-hour time entry. If applicable for this punch, select the Function Key (prompts on the clock

employees can use to enter information) from the Function Key: drop-down list.

If applicable for this punch, select the Type (type of punch) from the Type:

drop-down list to force a specific punch type. If applicable, select This Punch Fixes a Missed Punch if you want the punch

to fix a missed punch. 6. If the punch applies to a department other than the employee's home department, in

the Department ID fields, select the appropriate location, department, and position. Note: If the punch is for their home department, leave these fields blank. 7. If applicable, select the appropriate Reason Code for this punch from the Reason

Code drop-down list. A list of reason codes will only display if you have set them up in the Exception

History Module. 8. Click OK to complete the addition of the punch.

Note: All Punches added through the Add Punch screen display as edits in the

EDITS frame of the Time Card Editor and display on the Punch Edit Report.

Basic Setup


Editing a Punch

There are two ways to edit employee punches: On Screen or using the Edit Menu. Editing a Punch On Screen All punches added on this screen display as edits.

1. From the Time Card Editor toolbar, click the Find icon to display the desired employee.

or

Select the desired employee from the drop-down list in the Employee Number: field.

2. From the toolbar, click the View Previous/Current Pay Period icon to toggle to the correct pay period for the punch that you want to edit.

The title bar of PUNCHES, EDITS, TRANSACTIONS, and SUMMARY frames

displays the pay period that you are viewing.

3. Highlight the punch that you want to edit, type in the new time, and press Enter. Editing a Punch Using the Edit Menu

1. From the Time Card Editor toolbar, click the Find Employee icon to display the desired employee.

or


2. From the toolbar, click the View Previous/Current Pay Period icon to toggle to the correct pay period for the punch you are editing.

3. Place your cursor in the punch you want to edit, right-click to display the following

drop-down list, and select Edit Punch.

The Edit Punch screen displays with the date of the punch highlighted in the

calendar and the selected punch time in the Time: field.

Basic Setup


4. If the date of the punch needs to be changed, select the date for the punch in the

calendar.

5. In the Time: field, enter the modified time of the punch using the hh:mm format (using a for a.m. and p for p.m.) or use a 24-hour time entry.

6. If the punch applies to a department other than the employee's home department,

select the appropriate Department ID location, department, and/or position. Note: Only use these fields if the employees punch applies to a department

other than their home department. If the punch is for their home department, leave these fields blank.

7. If applicable, select the appropriate Reason Code for this punch from the drop-down

list. Note: A list of reason codes will only display if you have them set up in the

Exception History Module. 8. Click OK to complete the editing of the punch.

Basic Setup


Deleting a Punch


or Select the desired employee from the drop-down list in the Employee Number:

field.

2. From the toolbar, click the View Previous/Current Pay Period icon to toggle to the correct pay period for the punch that you want to delete.

3. Place your cursor in the punch that you want to delete, right-click to display the

following drop-down list, and select Delete Punch.

A Confirm Deletion screen displays.

4. Click Yes to delete the punch.

Basic Setup


Reinterpreting a Punch

Reinterpreting a punch allows you to change the type of punch that displays on the time card.


or


2. From the toolbar, click the View Previous/Current Pay Period icon to toggle to the correct pay period for the punch that you want to edit.

3. Place your cursor in the punch that you want to change, and right-click to display the

following drop-down list:

4. Select Reinterpret Punch and the desired punch type to complete the operation.

Punch Type Description RI Regular In RO Regular Out MI Meal In MO Meal Out BI Break In BO Break Out

Example: If a punch was interpreted by the software as a In Punch but was

actually an Out Punch for a long shift, you would select RO for Regular Out.

Basic Setup


Adding a Transaction


or


2. From the toolbar, click the View Previous/Current Pay Period icon to toggle to

the correct pay period for the transaction you are adding.

3. From the toolbar, click the Add Transaction icon . or Place your cursor in the Transaction frame, right-click to display the menu list, and

select Add Transaction. or Place your cursor on an existing transaction and right-click to display the short

transaction list and select Add Transaction. The Add Transaction screen displays.

4. From the calendar, select the date for the transaction. 5. In the Value fields, select if the transaction represents a Time, Dollar, or Count

category. 6. Next to +/-, enter the amount of the transaction and click +/- to indicate if this amount

is to be added or subtracted.

Basic Setup


7. If the transaction applies to a department other than the employee's home

department, in the Department ID fields, select the appropriate department location, department, and/or position.

Note: If the transaction is for their home department, leave these fields blank. 8. From the Category drop-down list, select the category to which you will apply the

entry. Note: Only Category types matching the Value type (time, dollar, count) display

in the drop-down list. 9. Select Yes or No in the Counts Toward Overtime field. 10. If the transaction value is one hour or more, enter the number of days over which

you want the software to spread the time in the Divide Time Over How Many Days? field.

The software divides the time equally over the specified number of days and creates

a transaction for each day. Example: You want to enter a transaction for an employee who took eight hours

of vacation from Monday until Friday totaling 40 hours. If you enter 5 in the Divide Time Over How Many Days Field, the software creates five transactions (one for each consecutive day of the week) with a value of eight hours for each day.

11. Click OK to complete the addition of the transaction.

Editing a Transaction


or


2. From the toolbar, click the View Previous/Current Pay Period icon to toggle to the correct pay period for the transaction that you want to add.

3. Place your cursor on an existing transaction and right-click to display the following

drop-down list.

Basic Setup


4. From the menu, select Edit Transaction. The Edit Transaction screen displays.

5. If the date of the transaction needs to be changed, select a date in the calendar. 6. In the Value fields, select Time, Dollar, or Count for the transaction. 7. Next to +/- field, enter the amount of the transaction and click +/- to indicate if this

amount is to be added or subtracted. 8. If the transaction applies to a department other than the employee's home

department, in the Department ID fields, select the appropriate department location, department, and/or position.

Note: If the transaction is for their home department, leave these fields blank. 9. From the Category drop-down list, select the category to which you will apply the

entry. Note: Only Category types matching the value type (time, dollar, count) display in

the drop-down list. 10. Select Yes or No in the Counts Toward Overtime? field. 11. Click OK to complete the editing of the transaction.

Basic Setup


Moving a Transaction

The Move Transaction function applies to an existing interval or transaction.


or


2. From the toolbar, click the View Previous/Current Pay Period icon to toggle to the correct pay period for the transaction you are adding.

3. From the toolbar, click the Move Transaction icon . or Place your cursor in the Transaction frame, right-click to display the menu list, and

select Move Transaction. or Place your cursor on an existing transaction, right-click to display the drop-down list,

and select Move Transaction. The Move Transaction screen displays.

4. Under Amount To Be Moved, select the appropriate category type and enter the amount to be moved.

5. Under Move Amount From, enter the From Date, Category, and Department ID

information (location, department, and/or position) from which you are subtracting the value.

Basic Setup


6. Under Move Amount To, enter the To Date, Category, and Department ID

information (location, department, and/or position) that the transaction will move to. 7. If the transaction involves time, select Yes or No in the Counts Toward Overtime?

field. 8. If the transaction value is one hour or more, enter the number of days over which

you want the software to spread the time in the Divide Time Over How Many Days? field.

The software divides the time equally over the specified number of days and creates

a transaction for each day. Example: You want to enter a transaction for an employee who took eight hours

of vacation from Monday until Friday totaling 40 hours. If you enter 5 in the Divide Time Over How Many Days Field, the software creates five transactions (one for each consecutive day of the week) with a value of eight hours each day.

9. Click OK to complete the move of the transaction.

Deleting a Transaction


or


2. From the toolbar, click the View Previous/Current Pay Period icon to toggle to the correct pay period for the punch that you want to delete.

3. Place your cursor in the transaction you want to delete, right-click to display the

drop-down list, and select Delete Transaction.

A Confirm Deletion screen displays.

3. Click Yes to delete the transaction.

Basic Setup




2 Advanced Setup

Contents Adding or Editing Categories ...................................................................................................................2 - 3 Setting up Function Keys at the Time Clock ............................................................................................2 - 5 Adding a Supervisor Account for Logging Into Time In A Box.................................................................2 - 7 Adding a Supervisor .........................................................................................................................2 - 8 Creating a New Password................................................................................................................2 - 9 Adding Special Badges ..........................................................................................................................2 - 10 Types of Special Badges................................................................................................................2 - 11 Supervisor Badge...................................................................................................................2 - 11 Restriction Over-Ride Badge..................................................................................................2 - 11 Adding a Special Badge.................................................................................................................2 - 11 Adding Holidays .....................................................................................................................................2 - 12 Adding or Posting Holiday Transactions ................................................................................................2 - 15 Adding Holiday Transactions .........................................................................................................2 - 15 Using Global Punches............................................................................................................................2 - 17 Adding a Global Punch...................................................................................................................2 - 17 Using Global Transactions .....................................................................................................................2 - 18 Adding a Global Transaction..........................................................................................................2 - 18 Adding Restrictions ................................................................................................................................2 - 19 Scheduling Events .................................................................................................................................2 - 21 Turning Events On and Off.............................................................................................................2 - 24 Changing Employee Numbers ...............................................................................................................2 - 24 Setting User Defined Pay Periods .........................................................................................................2 - 25 Inputting Employee Wage Rate Information ..........................................................................................2 - 26 Creating an External Data File...............................................................................................................2 - 27 Setting Daylight Savings Time ...............................................................................................................2 - 29 Changing Settings at the Clock..............................................................................................................2 - 30 Changing Time Display, Totals Format, and the Time Card Report......................................................2 - 32 Using the Reports Menu Introduction ....................................................................................................2 - 36 Report Qualification........................................................................................................................2 - 37 Report Explanations and Sample Reports .....................................................................................2 - 39 Absentee Report.....................................................................................................................2 - 40 Approaching Overtime Report................................................................................................2 - 41 Daily Hours Report .................................................................................................................2 - 42 Department Wage Report ......................................................................................................2 - 43 Department Transfer Report ..................................................................................................2 - 44 Distribution of Labor Report ...................................................................................................2 - 45 Dollar Totals Report................................................................................................................2 - 46 Employee Badge Listing.........................................................................................................2 - 46 Employee Listing ....................................................................................................................2 - 47 Exception Report ....................................................................................................................2 - 48 Historical Employee Summary Report ...................................................................................2 - 49 Historical Department Summary Report.................................................................................2 - 51 Historical Exception Listing (Annual Summary) .....................................................................2 - 52 Historical Exceptions Report ..................................................................................................2 - 53 Hours Report ..........................................................................................................................2 - 54 Job Tracking Report ...............................................................................................................2 - 55 Management Summary Report ..............................................................................................2 - 56

Advanced Setup


Missed Punch Report .............................................................................................................2 - 56 New Employee Report............................................................................................................2 - 57 On Premises Report ...............................................................................................................2 - 58 Punch Edit Report ..................................................................................................................2 - 59 Schedule Layout/Assignment Report .....................................................................................2 - 60 Schedule vs. Actual Report ....................................................................................................2 - 61 Supervisor Check-Off Report .................................................................................................2 - 62 Tardy Report...........................................................................................................................2 - 63 Timecard History Report.........................................................................................................2 - 64 Timecard Report.....................................................................................................................2 - 65 Time Sheet Reports................................................................................................................2 - 66 Other Report Menu Options ...........................................................................................................2 - 68 Discard Old Historian Data.....................................................................................................2 - 68 Run Saved Reports ................................................................................................................2 - 68

Advanced Setup


Adding or Editing Categories

Categories are similar to files, with each one containing a specific kind of information. There are up to 50 categories available for the collection of Time (T), Dollars ($), or Counts (C). The software is pre-configured with the first 12 categories already set. The first four categories (Regular, Overtime, Double-Time, and Holiday) cannot be modified or deleted. There are two types of categories used by the software: Automatic categories store information (such as punch data) from the clock.

Manual categories store information from manually entered transactions such as

Vacation time, Sick time, or information manually entered at the clock, such as Tips. To Access: From the Main Menu toolbar, Click File. Click Categories. The Category Maintenance screen displays.

1. Click the New Record icon . The Enter Category Number To Add screen displays.

Step 1

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Step 5

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Step 7

Advanced Setup


You can also add a category by clicking the Edit Record icon and edit the existing information.

Note: You cannot edit categories 1 - 4. 2. Enter the number of the new category and click Ok.

Note: You must enter 13 or above since the first 12 categories are already set up. Categories 5 through 12 are pre-designated, but can be edited. Categories 13 through 50 are not pre-designated, and can also be edited.

The number sequence is the sequence in which categories display on time cards. 3. In the Category Name field, enter the name of the new category. 4. From the Category Type drop-down menu, select the category type (Time, Dollars,

or Counts). 5. Select Display Category if you want this category to display on the time card. If you do not select Display Category, the software collects the value in this

category, but it does not display on the time card. 6. Select Display on PC Entry if you want to make this category available to

employees using PC Entry.

7. If this category is not an accumulator, enter the Dollar Expression. Include Wage Rate Examples To pay employees a shift differential of $.50/hour, in the Value of Category fields: In the first field, select + from the drop-down list. In the second field, enter 0.50. In the third field, select X from the drop-down list. In the fourth field, enter 1.00.

Omit Wage Rate Example To pay employees for the delivery of phone books with $1.50 paid for each book,

create a category named Books and select Omit Wage Rate.

Advanced Setup


In the value of Category fields: In the first field, select X from the drop-down menu. In the second field, enter 1.50. In the third field, select + from the drop-down menu. In the fourth field, enter 0.00. Enter a transaction in Time Card Editor for the Books category and enter the number

delivered per day (or week, etc.). On the Dollar Report, you will see the amount of the transaction multiplied by $1.50.

Setting up Function Keys at the Time Clock The Clock Display Maintenance option allows you to set the function key prompts that display to employees on the clock. There are two clock names that automatically display, DEFAULT and YOUR CLOCK. DEFAULT is the clock that signifies the default setting for Clock Display Maintenance. If you have added clocks, they will also display.

The Clock Display Maintenance toolbar contains a Copy Default Record to Rest icon that allows you to copy the default configuration to all clocks. Once you create a default setting, the next time you select this icon, the prompts set for the default clock are copied to the current clock. To use this feature, set the function key prompts for the DEFAULT clock and save to create a default record. If you have multiple clocks and want to use unique function key prompting at each clock, you must specify all function key values individually for each of the clocks in your software.

1. Using the Previous Record and Next Record icons, select the clock that you want to set function key prompts for.

Note: If you are going to use the same prompts at all clocks in your software,

select DEFAULT.

The name of the clock displays in the Clock Name field.

2. From the Clock Display Maintenance toolbar, select the Edit Record icon .

Step 1 Step 2

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Advanced Setup


Note: Only the defined parameters for the clock that you select display on the

screen. 3. In the Function Key Prompt field, enter the information that you want to display at

the clock when the related function key is pressed.

Note: If you want to use the function key to automatically transfer employees to a specific department, enter the department number in this field. When an employee presses this key and swipes their card, their time is automatically transferred to that department.

4. In the Auto Dept Value field, enter a # sign, followed by DEPT and the number of

the department segment that the employee will enter, then enter Y in the Dept Transfers? field.

For example, #DEPT3 means that the employee only enters the third segment of the

Department ID. The software will add the first two segments from the employee's assigned home department. This will trigger the clock to prompt the employee to enter their department number.

5. If you are going to use this function key for entering information that will be placed

into a specific category such as tips or sales, in the Category # field, enter the number of that category.

Note: If you are not going to use this function key for category transactions,

leave the field blank. 6. In the Qualify Dept Transfers field, enter Y if you want the clock to verify the

number of the department entered by the employee or N if you want the software to use any department number entered at the clock.

7. In the Eliminate Duplicate Punches Within (Minutes) field, enter the number of

minutes in which you want to eliminate duplicate punches by the same badge. Notes: Employees are restricted for punching again within the interval of time

that you enter. Using this option only eliminates punches of the same type, not

Department Transfer punches.

For example, if you enter 05, any employee punching in twice within five minutes has the second punch eliminated.


Advanced Setup


Adding a Supervisor Account for Logging into Time In A Box

Assign each supervisor who is authorized access to Paychex Time In A Box a password and supervisor number. The password can only be set during login. If you do not have the administrative password, please call your New Client Specialist or Paychex Support at 1-877-234-1851. The supervisor number is linked to each supervisor’s password. When a supervisor uses their password to enter the software to edit employee records, their supervisor number displays on the Edit Report and on the Time Card so you can see which supervisor modified which employee punches. This produces an audit trail of edited records. The Password Maintenance screen has four tabs: Program Options, Report Options, Utility Options, and Authorization.

The Password Maintenance toolbar contains a Clear Password icon . If a supervisor forgets their password or needs to create a new one, they can click the icon. The password is then set to empty. The next time they open the software, they enter their name and set a new password. From the Main Menu toolbar: 1. Click Utilities.

2. Click Password Maintenance. The Password Maintenance screen displays.

Advanced Setup


Adding a Supervisor You do not set a password on the Password Maintenance screen. Each supervisor enters their password when they access the software for the first time under the name entered in the Supervisor Name field.

1. Click the New Record icon on the Password Maintenance (Main Menu) toolbar. 2. In the Enter Supervisor Number To Add field, enter a supervisor number between

100 and 999.

3. In the Supervisor Name field, enter the supervisor's name.

4. Click the Program Options tab and select the areas of the software that you want

the supervisor to have access to. Select all checkboxes if you want the supervisor to have access to all areas.

5. Click the Report Options tab and select the reports that you want the supervisor to

be able to generate. Select all checkboxes if you want the supervisor to be able to generate all reports.

Step 1

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Advanced Setup


Select Deny Access to ALL Reports if you do not want the supervisor to generate

reports. 6. Click the Utility Options tab and select the utility functions that you want the

supervisor to have access to. Select all checkboxes if you want the supervisor to have access to all utilities.

Select Deny Access to ALL Utilities if you do not want the supervisor to run any

utilities. 7. Click the Authorization tab and select the necessary restrictions for this supervisor

from the drop-down lists.

8. Click the Save Record icon on the Password Maintenance (Main Menu) toolbar.

9. Click the Close Form icon on the Password Maintenance (Main Menu) toolbar.

Note: You must close Paychex Time In A Box and re-open it to login as another supervisor.

The drop-down boxes in the Authorization tab allow you to restrict supervisors to

view and edit only the employee records determined by Supervisor, Department, Payroll Rule, Clocks, or Segments of the Department ID Breakout.

You can separate multiple departments with a comma. The supervisor will be

restricted to only the departments that begin with the entered value. If the drop-down boxes are left blank, the supervisor has access to all employee records. Creating a New Password 1. Open Paychex Time In A Box. 2. Enter the supervisor name.

3. Enter a new password.

Advanced Setup


4. At the prompt, re-enter the new password.

5. Click Ok. Paychex Time In A Box opens. The supervisor is logged in.

Adding Special Badges

The Special Badges option allows you to add special badges that enable designated supervisors to add punches or to add values to categories such as sick time and vacation time at the clock. Before you can use a special badge, you must download the information to the clock. The two main types of special badges that you can use are the Supervisor Badge and the Add a Restriction Over-Ride Badge. From the Main Menu toolbar: 1. Click Clock Related.

2. Click Special Badges. The Special Badge Maintenance screen displays.

Advanced Setup


Types of Special Badges Supervisor Badge

This type of badge allows the supervisor to perform special functions such as adding punches at the clock for employees who missed punches on earlier occasions.

Instructions for using the Supervisor Badge are printed on the front of the specially

printed badges. You can also designate any unassigned badge as a Supervisor Badge.

Supervisor Badges automatically function as Restriction Over-Ride Badges.

Restriction Over-Ride

A Restriction Over-Ride badge allows the supervisor to lift the restriction for the next punch only and permits employees to punch during times when they are normally barred from using the clock.

There is no time limit on this badge. Once the badge is swiped or the PIN is

entered, the next punch will have the restriction lifted.

Adding a Special Badge

1. From the Special Badge Maintenance toolbar, click the New Record icon . An Enter Special Badge to Add screen displays.

2. Enter the number of the unassigned badge or PIN that will identify the Special

Badge and click Ok.

Step 1

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Advanced Setup


3. Next to Badge Type, select the type of Special Badge function that this badge will

perform (Supervisor or Restriction Over-Ride). 4. If you selected Supervisor or Restriction Over-Ride: In the Supervisor Number field, enter the number of the supervisor to whom

you will assign this badge. Note: Supervisor numbers must be three digits long and cannot begin with a

zero. In the Clock Name field, select a clock name from the drop-down list. Note: If the badge can be used for all clocks, leave this field blank. If you selected Category: In the Supervisor Number field, enter the number of the supervisor to whom

you will assign this badge. Note: Supervisor numbers must be three digits long and cannot begin with a

zero.


Adding Holidays The Holidays option allows you to create and maintain a list of company holidays. Different rules can be set for employees working on holidays. For example, a full-time employee not working on Christmas can receive eight hours of holiday time (if eligible) and a full-time employee who works on Christmas can be paid overtime for the hours worked and eight hours for the holiday time. You can specify if an employee qualifies for holiday pay, by clicking File from the Main Menu, clicking Employees, and selecting a date in Holiday Credit After field.

Advanced Setup


The designated category for Holiday time is preset to Category 4. For more information on categories, refer to How to Add or Edit Categories in Section 2. From the Main Menu toolbar 1. Click File. 2. Click Holidays. The Holiday Maintenance screen displays.

3. Click the New Record icon from the Holiday Maintenance toolbar. The Adding new holiday screen displays.

Holiday Credit After Field

Advanced Setup


4. Enter the holiday name and click OK. The holiday you entered is highlighted in the Holidays field. 5. Using the calendar, select the date on which the holiday falls. Use the arrows at the

bottom of the calendar to scroll forward and backward through the calendar.

6. If your holiday applies to a payroll rule, under Application to Payroll Rules: In the Apply? column, select which payroll rule this holiday applies to. If all of your payroll rules receive the same amount of holiday credits and have

the same overtime rule (all either count or do not count toward overtime pay), select ALL RULES.

Note: The default is ALL RULES. If the holiday counts toward overtime, in the OT? column, select the

corresponding payroll rule.

In the Amount column, enter the adjustment amount of time paid to qualified employees for the holiday.


Advanced Setup


Adding or Posting Holiday Transactions

The Holiday Transactions function allows you to add or post a holiday that applies to all employees. You cannot post a Holiday unless you have it set up (File | Holidays). Refer to How to Add Holidays in Section 2 for additional information.

Adding Holiday Transactions

You must poll clocks prior to posting the holiday.

1. From the Punch menu, select Holiday Transactions. The Global Holiday Addition screen displays.

2. Leave the Employee field blank to apply to all employees. 3. Leave the Payroll Rule, Clock, Supervisor, Department, and Department ID

fields blank to apply to all employees. Note: Use these fields only if you wish to apply them to certain employees. 4. Under Holiday Date Range Start & End, enter the starting and ending dates for the

holiday. or Select a holiday for the Holiday To Post drop-down menu.

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Advanced Setup


Example: If you want to post Christmas and New Years Day, you can enter

12/25/YY in the Start Date field and 1/01/YY in the End Date field, leaving the Holiday To Post field blank. This posts all holidays within this date range.

5. Select the Prompt to Confirm Each Employee if you want the ability to allow or

disallow the holiday for individual employees. 6. Click Ok to execute the Holiday Transaction. Note: If you post holidays before they occur and are using the Holiday Posting

feature in Payroll Rules, your employees can be skipped during the holiday posting because they will not meet the condition of having worked before and after the holiday to qualify for Holiday credit.

Advanced Setup


Using Global Punches The Global Punches option allows you to add a punch for an entire group or for all employees in the Paychex Time In A Box software. When installed on a network system, you cannot perform global functions when there is more than one user in the system.

Adding a Global Punch 1. From the Punch menu, select Global Punches. The Global Punch Addition screen displays.

2. Leave the Employee field blank to apply to all employees. 3. In each field (Payroll Rule, Clock, Supervisor, etc.), select the appropriate option that

will qualify the desired employees. Note: The software assumes that the punch will apply to all for any

qualification field left blank. 4. In the Date field, enter the date of the punch and in the Punch field, enter the time

of the punch. 5. Only enter the Department ID if you will charge the time to a department other than

the home department. 6. Select Prompt To Confirm Each Employee if you want the ability to allow or

disallow punch addition for individual employees. 7. Click Ok to execute the procedure.

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Advanced Setup


Using Global Transactions The Global Transactions option allows you to add a transaction for an entire group or for all employees in the Paychex Time In A Box software. When installed on a network system, you cannot perform global functions when there is more than one user in the system.

Adding a Global Transaction 1. From the Punch menu, select Global Transactions. The Global Transaction Addition screen displays.

2. Leave the Employee field blank to apply to all employees. 3. In each field (Payroll Rule, Clock, Supervisor, etc.), select the appropriate option that

will qualify the desired employees. Note: The software assumes that the transaction will apply to all for any

qualification field left blank. 4. In the Date field, enter the date of the transaction, in the Category field, enter the

category of the transaction, and in the Amount field, enter the amount of the transaction using the hh:mm: format for a time amount or a $$.cc format for a dollar amount.

5. Only enter the Department ID if you will charge the time to a department other than

the home department and select the Action that applies to the transaction. 6. In the Counts Toward Overtime ? field, enter Y or N. 7. Select Prompt To Confirm Each Employee, if you want the ability to allow or

disallow the punch addition for individual employees. 8. Click Ok to execute the procedure.

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Advanced Setup


Adding Restrictions The Restrictions option allows you to prevent employees from punching in at times other than specified times. If an employee tries to punch in during a restricted time period, the clock displays a message and does not record the punch. Restrictions can be set to work around schedules (Schedule Based Restriction) or at certain times of the day (Non-Schedule Based Restriction). Restrictions are not applicable to PC Entry users. From the Clock Related menu, select Restrictions. The Restriction Maintenance screen displays.

1. Click the New Record icon . 2. In the Restriction Name field, enter the name of the restriction.

Note: Downloading restriction parameters to clocks will limit the total number of

punches retained before the clock memory is full.

This name displays in the Employee Maintenance screen (File | Employees).

3. If you want this restriction based on a schedule, select Schedule Based Restriction.

Schedule Based Restrictions are based on margins around a schedule. Non-Schedule Based Restrictions are based around specific start and end times

for the allowable punch intervals. 4. In the Early Start Margin field, enter the amount of time before the schedule that

you want the restriction to begin (punching before this time is restricted). 5. In the Late State Margin (optional), enter the amount of time after the start of the

schedule when the restriction period begins (punching after this time is restricted). 6. In the Early End Margin (optional), enter the amount of time before the end of the

schedule that employees are restricted from punching out.

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Advanced Setup


7. In the Late End Margin, enter the amount of time after the end of the schedule that

employees are restricted from punching out. 8. If you want to restrict employees from clocking back in from meals in less than the

specified time, in the Re-punch Time Limit field, enter the desired amount of time.

9. Click the Save Record icon . Examples You have a schedule of 07:00 to15:30 with restriction parameters that allow for lunch punches from 11:00 to the end of the shift. You also want to restrict the in and out punches to within 15 minutes on either side of the scheduled in and out times. For a Schedule Based Restriction After entering the Restriction Name: Select Schedule Based Restriction. Enter 00:15 in Early Start Margin. Enter 00:15 in Late Start Margin. Enter 04:30 in Early End Margin. Enter 00:15 in Late End Margin.

For a Non-Schedule Based Restriction After entering the Restriction Name: Do not select Schedule Based Restriction. Enter 06:45 in Early Start Margin. Enter 07:15 in Late Start Margin. Enter 11:00 in Early End Margin. Enter 15:45 in Late End Margin.

Advanced Setup


Scheduling Events The Event Scheduling option allows you to control when clocks are polled or when batch files or reports are run. These items can execute when the software is unattended. The Paychex Time In A Box software checks every 30 seconds to determine if it is time to run an event. Important: Events will not run unless: Your computer is on and Paychex Time In A Box is running (can be

minimized). Events are On. The Events Scheduling screen is closed. 1. From the Main Menu, click File. 2. Click Event Scheduling. The Scheduled Event Maintenance screen displays.

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Advanced Setup


3. Click the New Record icon from the Schedule Event Maintenance toolbar. The Enter Event to Add screen displays.

4. Select the type of event from the drop-down list in the second field and click Ok.

Clock Polling Polls clocks.

To schedule the polling of all clocks (if you have multiple clocks), leave the first field blank and select Clock Polling from the drop-down list in the second field.

Employee Download

Sends employee and special badge information to the clocks.

Collect Data Collects fingerprint data from the clocks.

Set Time Synchronizes the PCs date and time with the clocks.

Saved Report Executes a saved report. To schedule a report to run automatically, the report

must be defined and the Save Reports Specifications for Later Use must be checked.

When scheduling a saved report, select the Saved Report option first. A list of reports that have been saved for later use display for you to make your selection.

Badge-for-hours update

Instructs the software to update the Badge For Hours information at the clocks for the current pay period.

Executable/Batch File

Runs an .exe or .bat file. Not normally used.

The event you select displays in the Events Type field.

Advanced Setup


5. If you want this event assigned to specific supervisor, in the Event Owner field,

enter the Supervisor Number. Example: If you have ten clocks and five of them are assigned to Supervisor

Number 111, whenever Supervisor Number 111 elects to Poll All Clocks, only the five assigned clocks are polled.

Notes: If you are not using this feature or want it to apply to all, leave the

Supervisor Number field as zero. If you want to set up an event to run at night while you are not logged

in, it is necessary to set up a Supervisor Number with limited features access. Assign the event to that Supervisor Number and log that Supervisor in to the software at night so the event will execute.

6. Under Event Schedule, in the First Date & Time fields, from the calendar select

the first date that you want to execute this event, and then enter the time that you want to execute this event.

The format is MM/DD/YYYY and hh:mm. You can use either a.m./p.m. or 24-hour (military time).

7. In the Execute Event Every fields, enter how often you want the software to

execute the event. Note: Leave the Next Date & Time field blank. Paychex Time In A Box

automatically updates this field after the event is complete.

8. In the Valid From/To field, enter the range of hours for this event using a 24-hour (military time) clock format.

Advanced Setup


Example: If you poll clocks every hour, but only between 7:00 a.m. and 6:00 p.m., you would enter 1 in the Execute Events Every/Hours field and 07:00a - 06:00p in the Valid From/To fields.

Note: This is only used for events that are being scheduled to run

numerous times during the day, but you do not desire to run during these specified times.

9. Under Event Days, select the days of the week that you want the event to

execute.

Turning Events On and Off

The Active Status Bar located on the bottom of the Paychex Time In A Box screen has an Events On/Off icon . Click the Events On/Off icon to turn the Events Scheduling On or Off.

When you are making changes or editing, the software automatically suspends the Events Scheduling software and displays the word Suspended next to the icon.

Changing Employee Numbers The Change Employee Number option allows you to assign an employee a new employee number. When you change an employee number in the Paychex Time In A Box software, it may affect any interface exports that are set up on your payroll system. Check your payroll system after changing employee numbers to verify that your employees successfully transferred from the Paychex Time In A Box software.

1. Click Utilities. 2. Click Special Functions. 3. Click Change Employee’s Number. 4. In the Old Employee Number field, enter the current employee number (without

leading zeros). 5. In the New Employee Number field, enter the new employee number.

Advanced Setup


6. Press Tab. A message will display letting you know if your entered number is available or if your

entered number is in use by another employee. 7. When you have an available number chosen, click Ok. The program will display a message verifying that the number is changed.

Setting User Defined Pay Periods The User Defined Pay Periods option allows you to specify variable pay periods, which can be a specified number of days apart or defined individually with a varying number of days in each period. 1. Click Utilities. 2. Click Special Functions. 3. Click User-Defined Pay Periods.

4. Select Yes if you are using a specific number of days between pay periods and want

the program to calculate the dates or select No if you are using variable dates If you select Yes: On the Enter Date for Period 01, select the desired date from the drop-down

list and click Ok. Note: The date must be at least one completed pay period in the past. On the Enter Number of Days to Increment By screen, enter the number of

days apart from your pay periods (for example, if your pay periods are 12 days apart, enter 12).

If you select No:

On the User Defined Pay Periods screen, click the Edit Record icon . Enter the desired dates using the mm/dd/yyyy format.

Click the Save Record icon .

Advanced Setup


Entering Employee Wage Rate Information Click the Wage Rate Table tab to view an employee's Home Department Wage Rate, Home Department ID, and the Wage Rate paid for work performed in other departments. The Home Department ID: field is read-only and is populated with the Home Dept ID number from the General tab.

1. Click File. 2. Click Employees. 3. Click the Wage Rate Table tab.

4. Click the Edit Record icon in the Employee Maintenance toolbar. 5. In the Home Department Wage Rate: field, enter the employee's hourly wage rate

for work performed in the home department. Note: This is a mandatory field if your company wants to create accurate Dollar

Reports or uses a payroll interface that requires wage rate for Non-Home Department hours to be transferred to a payroll package.

6. If your company uses multiple pay rates when the employee changes to different

departments:

a. Click on each field below each Department ID Segment and select your Non-Home Department segments from the drop-down lists.

Note: If only one or two segments are different from the employee's home

department, only select the segments that are different. The software enters the remaining segments from the home department assignment.

b. In the Wage Rate field, enter the Wage Rate earned by this employee for

hours worked in this department.

The Non-Home Department Rates that you enter are automatically selected whenever the employee works in any of the departments listed.

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Advanced Setup


Creating an External Data File

The External Data File gathers specific data for certain reports and information for export to other programs. It allows you to create a file containing data accumulated by the program and makes it available to programs (such as the Exception History Module) or reports (such as Employee Accumulators and Historical Reporting files) or allows output in nonstandard formats.

The External Data File can be created for either Home Department ID or Worked Department ID. Click on the Department ID text to switch between Home and Worked Department ID. If you are using the Benefit Accrual option or the Exception History Module, you must select Previous Period and Update Exceptions/Benefit Accruals. If you are using a Paychex payroll service, such as Paylink or Preview, the External Data File gathers data that those programs will need for import. If you are creating the External Data File for use with a Payroll interface, you must select Employee Number for the Order By option. The External Data File screen allows you to select, in addition to the regular report qualification options, the file type for the external file that is created by selecting the Output Format from the drop-down list.

Certain reports, such as labor and job tracking reports, allow you to track things like a breakdown of how many hours you have paid to a particular department in summary totals (Management Summary).

Historical reports allow you to see a breakdown of hours paid to an employee in summary form over a long period of time for regular time, over time, vacation time, sick time, etc. (Employee Summary).

Advanced Setup


1. Click Utilities. 2. Click External Data File.

3. Select the time frame that you wish to run the file. 4. Click Ok. A pop-up window reading “External File Created” displays.

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Advanced Setup


Setting Daylight Savings Time The Set Time/Daylight Savings Date option allows you to reset the date and time or enter the next daylight savings date in your PC. The information you enter is downloaded to the TM series clocks (only) when the Download Clock Parameters option is selected and the clocks automatically adjust their time at 0200 on the Daylight Savings Change date. When you change the Set Time/Daylight Savings Date, the time/date information in your computer is changed, which affects all programs running on your computer.

1. Click Utilities. 2. Click Set Time/Daylight Savings Date. 3. Select the time(s) and/or date(s) that you want to change.

Note: Changing the time and date information within the Paychex Time In A Box software will affect all programs running on your computer.

4. Click Ok.

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Advanced Setup


Changing Settings at the Clock

The Clock Global Parameters option allows you to set preferences and change settings for your clocks. A Clock Global Parameters menu option displays for each different supported clock time (after the clock has been added). Clock Global Parameters is not applicable to PC Entry clients. If you change the Clock Global Parameters settings on one clock, it changes that setting for all clocks in the Paychex Time In A Box software. Note: Once you have downloaded Clock Global Parameters, you must download

employees again.

1. Click Clock Related. 2. Click Clock Global Parameters (TM/TG/Cyber). 3. In the Allow Keyboard Entry Of Badge # At Clock, enter Y if you want to allow

employees to clock in and out by entering their badge number on the clock (rather than swiping their badge). Enter N if you do not want employees to have the ability to clock in and out without using their badge (employees can use the keypad for Department Transfers and miscellaneous data entry).

4. In the Allow Cross Punching: field, enter Y if you want employees to be able to

punch in at any clock or enter N if you want employees to punch in at their home clock only.

Note: If you allow cross punching on biometric clocks, non-enrolled employee

punches will be accepted by the software without verification.

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Advanced Setup


5. In the Time Elapsed Before Same Badge May Be Read: field, enter the length of

time (in minutes) that you want to allow between clock readings of the same badge value.

Notes: Entering a value of 0 allows re-punching immediately. Entering a value of 2 - 9 minutes prevents the badge from being

swiped again until specified amount of time passes. 6. In the Prompt Display Time: field, enter the length of time (in seconds) that you

want prompts and messages to display at the clock. Notes: The clock returns to an idle prompt if no data is entered at the keypad. Valid entries for this field are 0 - 9 seconds; however, it is

recommended to have a setting of no more than 4. 7. In the Schedule Display Time: field, enter the length of time (in seconds) that you

want employee schedules to display at the clock. Notes: Valid entries for this field are 0 - 9 seconds. Do not use longer display times than necessary to read the display;

employees cannot swipe badges when the clock display reads anything other than the date and time.

8. In the Badge In Without Hitting Function Key field, enter Y if you want employees

to punch in by only swiping their badge (not recommended) or enter N if you want employees to press a function key and enter the necessary information before swiping their badge.

9. In the Download Employee Hours To Clock: field, enter Y if you want to display

employee totals at the clock using the Badge For Hours function or enter N.

Notes: To use this feature, you must create an External Data File (Utilities | External Data File).

The maximum displayable time amount is 99:99. 10. In the Starting Location In Badge Number: field, enter the starting position of the

length of badge number that you are using. For example, if you are using a 12-digit badge and you want to use the middle six

digits as the Badge Number, enter 3 in this field. This tells the clock to ignore the first three numbers, use the next six, and ignore the last three.

If your company has badge numbers that exceed 10 digits, call Paychex Time In A

Box Customer Support at (877) 234-1851. 11. If you are using a biometric clock, in the Finger Enroll requires Supervisor Finger:

enter Y or N. Note: It is recommended to enroll most of the employees and the supervisor

before you change this setting to yes.

Advanced Setup


12. Click Ok. You must Collect Employee Data from the clock to collect any new added employee templates.

Changing Time Display, Totals Format, and the Time Card Report

The General Information tab within Utilities | Global System Parameters, contains company address and contact information. From this screen, you can set the format in which the totals display, the day the week starts, company code, and the display options for your reports.

You may have done some of the steps in the following procedure as they are necessary for setup of Paychex Time In A Box. If you have already entered information for a particular step, you do not need to re-enter; skip that step and proceed to the next step.

1. Click the Edit Record icon . 2. In the Company Name and Contact fields, verify that the Company Name and

Contact information is correct (entered when the software was installed).

The company name is downloaded and displays on TM and FP series clocks, reports, and on the Active Status bar at the bottom of your Paychex Time In A Box software screen.

Advanced Setup


3. Click on the button to the right of the Special Options field. a. Select the options that you want to enable. b. Click Ok. The corresponding numbers of the special options that you select display in one

string without any commas in the Global Parameters screen. For example, if you select special options 3, 7, B, and C, they display as 37BC.

Special Option Description

0 Print only one Time Card per page Prints one time card per page as opposed to the normal printing of as many complete time cards that will fit on a page.

1 Show punches as HHdd instead of HHmm on all

Punches display as HHdd on all reports and on the Punch Maintenance screen.

2 Print Signature Line After Each Employee

Applies to the Time Card Report only. Prints a signature line after each time card that the employee signs.

3 Do Not Show Edits On Time Card Prevents edits (added, edited, or deleted punches) from displaying on time cards.

4 Do Not Show Time Cards For Empls with 0 Hrs

Will not print time cards for employees who have no punched times and transactions.

5 Show Actual Date On Time Cards Not Relative

If you have designated a Time of Day change other than midnight, the punch date is adjusted accordingly and the relative date displays on the time card. Selecting this option displays the actual date of the punch instead of the relative date.

Advanced Setup


Special Option Description

6 Treat Terminated/Inactive Empls Normal

Allows employees marked in the Employee Maintenance screen with a status of Terminated or Inactive to punch and display on reports.

7 Turn On Supervisor Check-Off Feature

Activates the Supervisor Check-Off prompt in the Time Card Editor. You must also enter the number of the User Field in the Employee Maintenance screen that you want to be used for the Supervisor Check-off information.

8 Trim Zero's Off Empl #. In Rpts(Not with D)

Prevents the program from automatically filling in spaces to the left of any employee number less than 10 digits with zeros.

9 Show Badge # Instead of Empl # In Reports

Uses badge numbers instead of employee numbers for reports.

B Include Ovt Trans. In App Ovt/Daily Hrs/Schd vs Act Rpts

Includes any overtime transactions to the totals in the Approaching Overtime Report and Daily Hours Report. Must be on to add transactions to the Badge for Hours information.

C Don't Show "Hours Toward Prompt" On T/C's

Applies to Semi-Monthly pay periods with weekly overtime rules only.

D Allow Alpha-Numeric Employee Numbers

Allows the entry of alphanumeric employee numbers. Selecting this option prevents you from searching by employee number; you must use the employee's last name.

E Real-Time Out-Punch For Today If Missing

Displays the real time (PC time) on the time card (with an *& sign next to the out punch) for today if there is an in punch, but no out punch.

F Do Not Qualify Dept ID Number In Timecard Editing

Tells the program to accept any entry in the Department ID field in the Time Card Editor screen. Selecting this option disables the Department ID drop-down list in the Time Card Editor screen.

G Use Dept/Empl # Instead Of Dept/Last Name On Dept Sort Reports

Sorts reports by department and employee number within each department rather than by department and last name.

Advanced Setup


4. If you want to display all categories, even those with no information, select Print

Categories With Zero Values. 5. Select the Totals Format that you want to print on time cards and reports. Selecting hh:mm displays the totals as hours and minutes. Selecting hh:dd displays totals as hours and decimals.

Advanced Setup


Using the Reports Menu Introduction

The Reports menu allows you access to time and attendance-related reports. Because these reports generally cover the majority of information related to time and attendance, there are no options other than what is available on the menu for modifying individual reports. If you need different detailed reports, you can use the External Data File to create a comma separated file and use a Report Writer to create customization; however, Paychex does not provide support for these reports. To Access: From the Main Menu: 1. Click Reports. 2. Select the desired report from the drop-down list.

Advanced Setup


Report Qualification When you generate a report, you can determine what information is contained in the report by performing the report qualification process. After selecting your qualifications, the software calculates the report using your criteria and saves the information in memory so that any additional reports that use the same qualifiers can be generated without recalculating. If you are generating multiple reports, generating all reports with the same qualifiers consecutively saves time. When you select a report from the Reports menu, a Reports Specification screen displays, allowing you to enter the information that you want in the report. The following is an example of a Report Specification screen (Report Specification For Hours Report screen).

Although different reports can vary a little in your selection criteria, the following table lists the most common criteria options and their descriptions. Criteria Option Description To default to All (for example, all employees) leave the field blank. To specify a "starts with" value (for example, all payroll rules that start with the letter N), enter just the letter or group of letters that your value begins with. Employee Specifies the employee that you want to generate for the report. Payroll Rule Specifies a set of payroll rules for this report. Clock Specifies the clock for this report.

Advanced Setup


Criteria Option Description To default to All (for example, all employees) leave the field blank. To specify a "starts with" value (for example, all payroll rules that start with the letter N), enter just the letter or group of letters that your value begins with. Department ID Segments

Specifies the Department Segments that you set on the Global Parameters screen (Utilities | Global Parameters). If a Report Specification screen lists a Home Department ID (Hours Report, Timecard Report, and Daily Hours Report), then you can switch to Worked Department ID by clicking on the vertical words on the left side of the Report Specifications screen. Home Department ID This selection gives totals that include all hours worked in both Home and non-home departments. Worked Department IDs This selection allows you to generate these three reports (Hours Report, Timecard Report, and Daily Hours Report) with totals for just the hours that were worked in a non-home department (as long as you select a segment of the Department ID Breakout).

User Field 12 Specifies the User Field 12 (if used). In the Report Specification for Hours Report screen example, this is Review Date.

Time Period Specifies the time for this report (Current Period, Previous Period, This Week, Last Week, Today, Yesterday, Days Ago, and Date Range). If you select Date Range, enter a starting and ending date (MM/DD/YY) for the time frame that you want the report to cover. You can enter any date in the date range fields; however, the report will only cover information that is in the software.

Order By Specifies the order of data on your report. The Dept ID/Last Name option provides reports using the complete Department ID Number.

Advanced Setup


Criteria Option Description To default to All (for example, all employees) leave the field blank. To specify a "starts with" value (for example, all payroll rules that start with the letter N), enter just the letter or group of letters that your value begins with. Report Output Specifies the type of output for the report: screen, printer, or file.

Screen The report displays on the screen. Printer The report prints to the default printer. File The report is directed to a file. If you select file, the file name must be eight characters or less and will have either a .txt (standard ASCII text) or a .rtf (Rich Text Format) extension depending on the selection. Select the .rtf selection when creating files to be read or used by word processing programs. Select .txt for reports or files that will be reviewed using the Paychex Time In A Box Review Specified File utility.

Save Report Specifications For Later Use?

Specifies if you want to set all report qualification criteria to a file that can be executed automatically using the Paychex Time In A Box Event Scheduler or for reports that you generate on a regular basis. If you select this option, another field will display, allowing you to name the file. This report can then be scheduled to automatically run in the Event Scheduler menu (File | Events Scheduling) or you can select the Run Saved Reports option from the Reports menu to run the report without having to re-enter all report information.

Report Explanations and Sample Reports The following pages list all reports available through Paychex Time In A Box along with an explanation and a sample of the report.

Advanced Setup


Absentee Report

To Access: From the Reports menu, select Absentee Report. The Employee Absentee Report lists employees who are absent on a specific day or within a specific period. Absentee determinations are based on employee schedules (automatic and individual). Paychex Time In A Box does not normally list a person as absent until two hours after the scheduled start time. If you want to generate an Absentee Report within the two hour window after the scheduled start time, enter a zero in the __ Days Ago field when setting Report Specifications.

Advanced Setup


Approaching Overtime Report

To Access: From the Reports menu, select Approaching Overtime.

Note: Before the Report Specification screen displays, the Approaching Overtime Report Limit pop-up box displays. In this pop-up box, enter the number of hours that the employee should have worked so far and click Ok.

The Approaching Overtime Report lists all employees who may potentially exceed scheduled hours for the pay period. This report allows management to control their overtime policies prior to the end of the payroll period.

Advanced Setup


Daily Hours Report

To Access: From the Reports menu, select Daily Hours. The Daily Hours Report lists a summary of employee hours, employee number, employee name, total hours, punch information, exceptions, and daily hour totals.

Advanced Setup


Department Wage Report

To Access: From the Reports menu, select Labor Job Tracking, and then

Department Wage. Note: You must create an External Data File before running this report. The Department Wage Report lists all employees who have charged time to a department. Wage rates are adjusted in the report to reflect the applicable rate for an employee for hours worked in that particular cost center.

Advanced Setup


Department Transfer Report


Department Transfer. Note: You must create an External Data File before running this report. The Department Transfer Report allows supervisors to track all hours charged to their department by employees from other departments. The report is sorted in ascending order, first by department, and then by employee number.

Advanced Setup


Distribution Of Labor Report


Distribution of Labor. Note: You must create an External Data File before running this report. The Distribution of Labor Report provides a method of tracking labor costs in situations where an employee may be paid at more than one rate of pay or when it is necessary to report by operation or job code within each department. The Distribution of Labor is listed by Department ID Breakout within all departments. Departments are listed in ascending order by department number and a subtotal is printed for each department.

Advanced Setup


Dollar Totals Report

To Access: From the Reports menu, select Dollars. The Dollar Totals Report lists the employee's wages by department with a grand total for each employee.

Employee Badge Listing To Access: From the Reports menu, select Employee Badge. The Employee Badge Listing lists the information necessary to determine employee badge assignments. Lost or found badge situations and number assignments can be corrected using this report.

Advanced Setup


Employee Listing

To Access: From the Reports menu, select Employee List. The Employee Listing provides a quick reference for all employee information. The report also lists information contained in the 12 user-designated fields that maintain miscellaneous data about each employee.

Advanced Setup


Exception Report

To Access: From the Reports menu, select Exception.

Note: Before the Report Specification screen displays, the Exception Report

Pick List pop-up window displays. In this window, check the options that you want displayed on the report, and click Ok.

The Exception Report lists all unusual punches for the requested pay period. This report can be filtered by employee, department, and date range.

Advanced Setup


Historical Employee Summary Report

To Access: From the Reports menu, select Historical Reporting, and then Employee

Summary. The Historian Report screen displays.

The Historical Employee Summary Report lists total category values by employee over time. Each of the categories (50 available) set up in the software are listed along with the totals in each category. Listings are given for each employee and department worked.

Advanced Setup


Advanced Setup


Historical Department Summary Report

To Access: From the Reports menu, select Historical Reporting, and then

Department Summary. The Historian Reports screen displays.

The Historical Department Summary Report lists total category values by Department over time. Each of the categories (50 available) set up in the software are listed along with the totals in each category.

Advanced Setup


Historical Exception Listing (Annual Summary)

The Historical Exception Listing (Annual Summary) provides a method of viewing employee compliance with company policy over time. The calendar format lists current year to date or previous year information.

Advanced Setup


Historical Exceptions Reports

The Historical Exception Listing (Annual Summary) provides a method of viewing employee compliance with company policy. The report can be filtered by employee, exceptions types, reason codes, point values, and date range. Note: Exception records must exist before generating this report.

Advanced Setup


Hours Report

To Access: From the Reports menu, select Hours. The Hours Report lists employee hour totals by department and category. Select Only Show Summary Totals if you want to only display department sub-totals and a grand total.

Advanced Setup


Job Tracking Report

To Access: From the Reports Menu, select Labor Job Tracking, and then Job

Tracking. Note: You must create an External Data File before running this report. The Job Tracking Report lists detailed hours worked by employees by user-qualified criteria and allows supervisors to look at segments of the Department ID to track employee hours and productivity.

Advanced Setup


Management Summary Report

To Access: From the Reports Menu, select Labor Job Tracking, and then

Management Summary.

Note: You must create an External Data File before running this report.

The Management Summary Report lists department sub-totals and totals for Regular and Overtime hours and dollars.

Missed Punch Report To Access: From the Reports menu, select Missed Punch. The Missed Punch Report lists a daily record of missed punches.

Advanced Setup


New Employee Report

To Access: From the Reports menu, select New Employee.

The New Employee Report lists new employees.

Advanced Setup


On Premises Report

To Access: From the Reports menu, select On Premises. The On Premises Report lists employees who were recorded by the clocks during specified days or within specified periods.

Advanced Setup


Punch Edit Report

To Access: From the Reports menu, select Punch Edit. The Punch Edit Report lists edits to employee information. This report can be generated for a specific employee, department, or date range. Audit trails for each supervisor performing the edit function are also listed for added, modified, and deleted punches.

Advanced Setup


Schedule Layout/Assignment Report

To Access: From the Reports menu, select Schedule Layout/Assignment.

Note: Before the Report Specification screen displays, the Schedule

Layout/Assignment Report pop-up window displays. Select the Schedule Date and Employee Display Option that you want to use for the report and click Ok.

The Schedule Layout/Assignment Report gives a graph of employee schedules for a selected day and can be generated for dates in the future.

Advanced Setup


Schedule vs Actual Report

To Access: From the Reports menu, select Schedule vs Actual. The Schedule vs Actual Report uses the scheduled hours for each employee as a budget and makes a comparison with the actual hours worked. Variance can be either positive (over budget) or negative (under budget).

Advanced Setup


Supervisor Check-Off Report

To Access: From the Reports menu, select Supervisor Check-Off Report/Status

Reset.

The Supervisor Check-Off report lists employees who have not been approved or audited by their supervisors.

The report can be generated to list all checked or un-checked employees.

Advanced Setup


Tardy Report

To Access: From the Reports Menu, select Tardy. The Tardy Report lists each tardy arrival, the time of the tardy punch, date of the tardy punch, and the number of minutes tardy. Grand totals are listed in hours and minutes.

Advanced Setup


Timecard History Report

The Timecard History Report lists employee timecard information across a range of dates. All timecards for the specified employee within the date range specified are listed in the report. Note: The Timecard History Report is accessed either by clicking on the Timecard

History icon or by choosing Reports | Historical Reporting | Timecard History Module.

The report can be filtered by employee.

Advanced Setup


Timecard Report

To Access: From the Reports Menu, select Timecard Report. The Timecard Report lists all punches, edits, exceptions, and totals. This report can be generated by employee, department, payroll rule, or clock. Exception punching is marked with an asterisk and code next to the punch.

Advanced Setup


Time Sheet Reports

To Access: From the Reports Menu, select Time Sheet. The Time Sheet reports print pay information collected by Time In A Box. The Time Sheet report displays employee detail and department totals for all employees paid. The Time Sheet Totals report lists all totals by department. These reports can be used to communicate payroll to your payroll specialist or for your own audit purposes.

Advanced Setup


Advanced Setup


Other Report Menu Options In addition to generating reports, the Reports menu also allows you to Discard Old Historian Data and to Run Saved Reports.

Discard Old Historian Data To Access: From the Reports menu, select , and then Discard Old Historian Data. The Discard Historian Data screen displays.

Click a date from the drop-down calendar and click Ok. This option allows you to discard old data accumulated in the historian database. Make sure that you do not need the data in the date range specified before selecting this option. Once the data is deleted, it cannot be recovered.

Run Saved Reports To Access: From the Reports menu, select Run Saved Reports. The Select Report To Execute screen displays.

Select a saved report from the drop-down list and click Ok. This option allows you to run reports without having to re-qualify them. In order for this option to function, you must select Save Report Specifications when qualifying a report.


3 Maintenance Procedures

Contents Daily Procedures......................................................................................................................................3 - 2 Polling Clocks...................................................................................................................................3 - 2 Downloading Employees..................................................................................................................3 - 2 Running a Badge for Hours Report..................................................................................................3 - 3 Backing up/Restoring Data...............................................................................................................3 - 6 Per Pay Period Procedures......................................................................................................................3 - 7 Checking for Missing Punches.........................................................................................................3 - 7 Monthly Procedures .................................................................................................................................3 - 8 Archiving Punches............................................................................................................................3 - 8 Discarding Punches .......................................................................................................................3 - 10 Cleaning the Clock .........................................................................................................................3 - 12

Maintenance Procedures


Daily Procedures Polling Clocks

The Poll Clocks option allows you to retrieve employee punch data stored in the clock. The Poll Clocks option applies to physical time clock users. To maintain current records and reports, poll clocks at least once daily. Depending on clock type, there is a limit to the amount of punches that can be stored at the clock. For PC entry, punches collected at a PC entry station will automatically be available to view in the Time Card Editor screen. 1. From the Clock Related menu, select Clock Communications. 2. From the Clock Communications drop-down list, select Poll Clocks. The Select Clock to be Polled screen displays.

3. Enter the clock name or select the clock from the drop-down list. Note: To poll all clocks, leave the name field blank. 4. Click Ok.

Downloading Employees

The Download Employees option applies to physical time clock users. The Download Employees option allows you to: Download badge information and employee names to the clocks, including Special

Badges.

Update Badge for Hours information. Update Schedule information.

Update Restrictions.

Update Messages.



1. From the Clock Related menu, select Clock Communications. 2. From the Clock Communications drop-down list, select Download Employees. The Select clock to download to screen displays.

3. Enter the clock name or select the clock name from the drop-down list. Note: To download employees for all clocks, leave the name field blank. 4. Click Ok.

Running a Badge for Hours Report The Badge for Hours Report is a special function that allows your employees to view how

many hours they have worked in the current pay period. The Badge for Hours Report applies to physical time clock users.

To run the Badge for Hours Report, you must be logged into Time In A Box (it can be

kept minimized) and make sure that your Events light (found on the lower right hand corned of the Paychex Time In A Box screen) is on.

Step 3

Step 7

Step 8

Step 10

Step 11



1. Click File.

2. Click Event Scheduling. The Scheduled Event Maintenance screen displays.

3. Click the New Record icon . The Enter Event To Add screen displays.



4. If running the Badge for Hours report for all clocks, leave the first field blank. 5. In the drop-down list, select Badge_for_hours update.

6. Click Ok. The Scheduled Event Maintenance screen displays with the Badge_for_hours

update in the Event Type field.

7. In the Event Owner field, enter 0 (zero) for all supervisors. 8. In the first Date and Time field, enter the first time (must be in the future) that you

would like the event to run. 9. In the Execute Event Every field, enter how often you want to execute the Badge

for Hours Report. Note: Only enter information into one of the fields. 10. In the Event Days checkboxes, check the days that you want to run the event (we

recommend that you run the Badge for Hours Report daily).




Backing Up/Restoring Data Paychex Time In A Box provides you with the option of backing up your data when you exit the program. The Backup/Restore data option provides you with another way of backing up your data. Backup/Restore Data is for PC Entry users. This option only backs up required data files. If necessary, the program can be reinstalled from your installation software and the saved data can be restored. Important: To avoid losing data, it is recommended that you backup your data daily

to a disk or CD rather than your hard drive.

All users (including PC Entry users) must be out of the system during Backup/Restore Data. If you receive a message at the end of the backup procedure stating “files were skipped,” confirm that all users have logged out of Paychex Time In A Box and retry. 1. Select Backup Files To Where or Restore Files From Where, depending on if

you are backing up or restoring files. 2. From the drop-down list, select the location where the files are being backed up to

or where you are restoring them from. If you are backing up files, you may create a filename in the New filename field or use the default, JTMBACK.ZIP. All filenames must have a .zip extension.

NOTE: User’s are prevented from restoring empty20.zip, discard.zip, and dosconversion.zip files.

3. If you want to close Paychex Time In A Box after Backup/Restore, select Close

Program When Complete. 4. Click Ok.



Per Pay Period Procedures

Checking for Missing Punches 1. Click Punch. 2. Click Time Card Editor.

3. In the Time Card Editor toolbar, click the Missed Punches icon . If a missing punch is found, Paychex Time In A Box will take you to the employee

record that contains the missing punch so that you can manually add the punch.

Note: Continue to click the Missed Punches icon until the “No Missing Punches Found” pop-up window displays.



Monthly Procedures

Archiving Punches Exceeding punch limits can cause problems including loss of data. The Archive Punches option allows you to save punches into a searchable report outside of Paychex Time In A Box. You can then clear the punches out of Paychex Time In A Box and view them later. 1. From the Main Menu toolbar, click Reports | Time Card.

The Report Specifications for Timecard Report screen displays.



2. In the Report Specifications for Timecard Report screen:

a. Select Date Range. Enter the dates of the previous month in the date range fields.

b. Select the Archive check box. c. Click Ok.

A Timecard History Information screen displays.



4. On the Timecard History Information screen:

a. Enter the starting and ending dates for the punches you want to archive in the

Starting Date For Pay Period and Ending Date For Pay Period fields.

b. Enter a name for the report in the Description field. c. Click Ok to archive punches in the Time Card History Module.

You can now Discard punches.

Note: If you want to save time card totals per pay period, you can store them in the

Historian utility for use at a later date using the External Date File option.

Discarding Punches The Discard Old Punch Information option allows you to speed your system performance by deleting punch/transaction data that is stored on your hard drive or network drive. Paychex Time In A Box saves all punch/transaction data on your hard drive regardless of the length of the pay period (up to a maximum of 300 punches per employee); however, you can only view time cards for the current and previous pay periods. Employees marked with a status of Terminated in the Employee Maintenance screen are deleted if they have no punch or transaction data in the current or previous pay periods.



Important: Archive punches before you discard punches. 1. From the Main Menu, click Utilities. 2. Select Discard Old Punch Information.

3. Select a date from the drop-down list In the Up To and Including This Date field.. The date initially displayed in this field is the recommended date. If you select a

date range other than this date, you must enter the master password to discard punches.

Two screens display that ask you to verify you want to discard this data.



4. If you are sure you want to discard this data, click Yes. After the data is discarded, the following message displays:

5. Click OK. When the Discard utility is executed, an entry is made in the system activity log listing the date selected and the supervisor performing the discard. The punches are discarded.

Cleaning the Clock It is necessary to clean your time clock on a regular basis to prolong the life of your time clock and improve the performance of your time clock. The Cleaning the Clock section is only for TM series clocks. The frequency of cleaning your clock depends on the location of the clock. If the clock hangs in a relatively clean office setting, it should only need cleaning once every two or three months. If the clock hangs in a dusty, dirty, or oily atmosphere, it should be cleaned at least once per month. An indication that a clock (badge reader) needs cleaning is when a badge must be swiped several times before it is read. However, Paychex recommends that you set up a regular cleaning schedule to prevent such issues before they occur. To remove dirt and dust from inside your badge reader: 1. Take a thin cotton cloth and wrap it around a badge, so that one long edge of the

badge has a smooth fold of cloth over it. Note: Do not use a paper towel or similar product to clean the reader. 2. Lightly dampen the fold on both sides with rubbing alcohol. 3. Carefully pull the badge through the reader several times. Note: If the fold becomes dirty, refold the cloth, reapply the rubbing alcohol, and

swipe again. 4. Repeat this procedure until the swipe is clean, with no dust, dirt, or oils on the cloth

fold.


4 Troubleshooting Procedures

Contents Troubleshooting Procedures Introduction................................................................................................4 - 2 Hardware..................................................................................................................................................4 - 2

Clock Communications – General Items..........................................................................................4 - 2 Clock Communications – Error Messages ...............................................................................4 - 3 Clock Communications – Error Situational Problems ..............................................................4 - 4

Software ...................................................................................................................................................4 - 5 Error Messages ................................................................................................................................4 - 5

Situational Problems ................................................................................................................................4 - 7 General.............................................................................................................................................4 - 7 Clock Communications.....................................................................................................................4 - 8 Reports.............................................................................................................................................4 - 9

Troubleshooting Procedures


Troubleshooting Procedures Introduction

This section provides general troubleshooting information for some problems you may encounter during the use of Paychex Time In A Box. Problem and solutions are divided in this section into two general areas:

Hardware Clock Communications - General Items Clock Communications - Error Messages Clock Communications - Situational Problems Software Error Messages Situational Problems

Hardware Clock Communications - General Items 1. Verify correct setting in Clock Maintenance, including:

COM Port Clock Address Clock Type 2. Check the power hook-ups. Is the clock plugged in? Is the cable plugged into the DB9 adapter (black adapter with long screws) at

the back of the PC? 3. Verify that the clock settings are correct.

Is the parity set to ODD (TM series)? Is the Baud Rate correct?

9600 for direct connect TM series M2400 for modem TM series Does the clock address match the clock address in Clock Maintenance?

Is the test switch in the USE mode (TM series)?



4. Check that the clocks are connected to a valid, working COM port that uses

standard hardware settings. Standard series port settings are:

1) COM1: IRQ 4, Addr 3F8 2) COM2: IRQ 3, Addr 2F8 3) COM3: IRQ 4, Addr 3E8 4) COM4: IRQ 3, Addr 2E8

Two serial communication ports cannot share the same IRQs at the same

time.

5. Check your cabling. Do you have the right type of cable for the particular type of clock?

Is the cable plugged in at both ends?

Is the cable running over or near fluorescent lights or other power sources?

Are the pinouts on each end correct?

Have you exceeded distance limits (RS232 = 50 feet max, RS485 = 5000 feet

max)? Is the cabling connected to the correct connection port on the time clock?

We only provide cabling support for installations that use our cables or the recommended cabling setups that we provide.

Clock Communications - Error Messages

Error Message Solution

CLOCK SAYS ‘WAITING FOR HOST‘ (TM series)

Download clock parameters, and then download employees.

ERROR COMMUNICATING WITH CLOCK (TM series)

Reference Clock Communications – General Items on pages 4-2 - 4-3 of this guide.

ERROR DOWNLOADING EMPLOYEES TO CLOCK (TM3000 series AND PERCENTAGE INDICATOR DOES NOT EXCEED 2%)

Reference Clock Communications – General Items on pages 4-2 - 4-3 of this guide.

CANNOT OPEN SERIAL PORT The COM port is not available to the program. It may be a hardware conflict. Contact your internal technical support.

PROBLEM.DOC (OR .TXT ERROR) WHEN TRYING TO ACCESS GLOBAL PUNCHES OR GLOBAL TRANSACTIONS

Check the regional settings for the PC. You must be using slashes as separators (not dashes) and the MM/DD/YYYY format.

ERROR ‘429’ ACTIVEX MISSING ‘MSWINSCK.OCX’ WHEN ATTEMPTING TO COMMUNICATE WITH THE TIME CLOCK

Contact Paychex Support at 1-877-234-1851 to receive updated .dll and .ocx files.



Clock Communications - Situational Problems

Problem Solution

TM series modem clock does not answer. Check the auto answer setting in the clock. Verify that it is set to one ring. Make sure that the phone cable is in the Telco Interface (RJ11 port). Both the clock and the computer phone lines must be analog and dedicated to the time clock. Try calling the phone number of the clock to see if it picks up. If it does not answer, contact Paychex Support at 1-877-234-1851 for additional assistance. If the clock answers, then call the number of the phone line the computer is connected to. If neither system answers, contact your phone company to have the phone lines tested.

TM3000 series clock displays MEMORY FULL with only a small amount of data collected.

Check to see what compressor type machinery is sharing that power line (microwave oven, soda machine, etc.). Connect the clock to a clean power source, poll the clock, then completely clear the memory or purchase a UPS to connect the time clock to.

TM3000 - Employees cannot punch. 1. Was employee information downloaded?

If yes, check Clock Global Parameters to verify that Badge In Without Hitting Function Key is set to N.

If no, verify that cross-punching set to Y. 2. Make sure the test switch on the back of

the clock is in the ‘use’ mode. The clock display has a time or date that is different from the time and date on the PC after setting the time at the clock.

Check the Offset Hours in Clock Maintenance for an erroneous entry. If the Offset Hours are correct, download set-time from the Clock Communications menu to update the date and time. (This will update from your PCs system date and time.) You will need to manually edit the punches received from the clock while the time/date was incorrect.



Software Error Messages

Error Messages Solution

SUPERVISOR 000 ALREADY LOGGED ON

Only one user at a time can log into the program using the master password. Log in using another supervisor created in Utilities | Password Maintenance. Paychex Time In A Box suggests creating a separate supervisor login for daily use, rather than using the master account for day-to-day maintenance.

TimeManager.EXE NOT FOUND (when installing)

The path to the software executable file is incorrect. Enter the correct path to the program application and confirm that there are full access rights/permissions to the TIB directory where Time In A Box is being installed.

A device attached to the system is not functioning properly.

The program is already open. Check to see if it is minimized. If you cannot find it, reboot your computer and re-launch the program at that time. If problems still exist, contact Paychex Support at 1-877-234-1851 for additional assistance.

Files Being Indexed. Please Try Running Program Again After a Few Minutes

Contact Paychex Support at 1-877-234-1851 for assistance.

CODE BASIC ERROR#200, ERROR#8305, FILE IS NOT A DATA FILE, DATABASE CORRUPTION DETECTED

Run REBUILD.EXE from Start | Programs | Time In A Box. If the error still occurs, contact Paychex Support at 1-877-234-1851.

CODE BASIC ERROR UNEXPECTED INFOR. SKIP MUST HAVE A VALID RECORD NUMBER.

Contact Paychex Support at 1-877-234-1851.

ERROR OPENING JTMLOCK.DBF Reboot your computer. If problems still exist, please contact Paychex Support at 1-877-234-1851 for additional assistance.

OTHER PROGRAMS ARE USING (PAYCHEX TIME IN A BOX) FILES

1. Verify that no other users have the program open on another PC (including PC Entry).

2. When there no other users are in the program, power down the computer, wait 45 seconds, power on the computer again, and run REBUILD.EXE from Start | Programs | Time In A Box.

3. If the error still displays, contact Paychex Support at 1-877-234-1851.



Error Messages Solution

LOAD (RULES) PROGRAM ERROR 484/0 DESCRPTION “PRINTER NOT FOUND.”

Verify that a default printer setup exists in Windows. You do not have to have a printer connected to the computer, but a “dummy” printer setup must exist.

These errors can occur when trying to open Time In A Box or any of its associated programs: COMPUTER UNAUTHORIZED. PLEASE CALL PAYCHEX, INC. TO REGISTER THIS PRODUCT; CONFIGURATION FILE NOT FOUND – CORRECT & RETRY.

Copy your company-specific Configuration File to your Paychex Time In A Box directory. If you do not have a copy of this file, contact Paychex Support at 1-877-234-1851.

CANNOT LOAD OC25.DLL This error indicates a partial Windows install. Verify that you have the latest version of Windows and power down the computer, wait 45 seconds, then power on the computer again. If this does not work, you may have to reload your Windows program.

RRXBASE Error (when running reports) 1. Power down the computer, wait 45 seconds, then power on the computer again.

2. Verify RRDBFX.DLL is in the \PAYCHEX directory.

FAILED TO ACCESS SERVER TIME (NoNetCmd) (PC Entry Users only)

Contact Paychex Support at 1-877-234-1851.

PCENTRY TIME ERROR, CALL SUPERVISOR (PC Entry users only)

An employee changed the time on the PC where they are clocking in. 1. Type EDIT PCE.ERR at the \PAYCHEX

prompt to tell you which employee made the time change.

2. Delete PCE.ERR. Employee count exceeded (when employees are within limitations)

Run REBUILD.EXE that makes sure that all employee records marked for deletion were deleted.

If an error message says any .DLL or .OCX file is out of date

An older file of the same name was installed and has overwritten the file Paychex Time In A Box installed and uses. Create a backup and then reinstall the Time In A Box program from the CDROM.

You may receive an error message that says, UNABLE TO CONTINUE SETUP – CANNOT OPEN CFG FILE.

This message displays if mapping of the workstation (PC) to the directory of the Server Installation of the Time In A Box path was not correctly mapped or the directory is not fully shared. Please contact your IT department to map the drive correctly to the TIB share on the server and ensure that read/write privileges are enabled on this directory.



Situational Problems General

Problem Solution No departments are showing in the dialog box in the Employee menu or Reports menu.

Departments are entered incorrectly. Enter department numbers in Department ID Maintenance and enter the correct information for the segments of the Department ID breakout. This problem can also occur if you forgot to Propagate Departments in Department Maintenance.

Some employee records are not displaying. Run REBUILD.EXE from Start | Programs | Time In A Box. If that does not restore the records, verify that the password you are using does not restrict you to certain payroll rules, clock, etc. which would prevent you from accessing all records.

Holidays do not post. Check the three holiday requirements. Is there a holiday credit date in File |

Employees?

Are schedules in place if employees must work the scheduled day before and after (if designated in Payroll Rules)?

Is the holiday entered in Holiday Maintenance?

Events will not run automatically. Is the PC equipped with a sleep mode?

If Yes, disable the sleep mode.

Are Events turned on? Is the Paychex Time In A Box program

running?



Clock Communications

Problem Solution

Employees/Supervisors cannot punch in at the clock fast enough. Prompt display changes too quickly.

Change the Prompt Display Setting to a longer time in Utilities | Global System Parameters and download to the time clock. The prompt range is one to nine seconds.

The program is polling clocks, but will not add punches (hangs up).

1. Create a backup. 2. Run Discard Old Punch Information 3. Run REBUILD.EXE from Start |

Programs | Time In A Box. 4. Re-access Clock Communications and

exit. A ‘Punch Limits Exceeded. Please Discard Old Punches’ message displays when polling or running REBUILD.EXE.

1. Create a backup. 2. Archive Punches. 3. Run Discard Old Punch Information. 4. Re-access Clock Communications and

exit. You entered new employees, but the clock is not recognizing them.

Ensure that the new employee is marked as active. Download Employee Information to the clock.



Reports

Problem Solution

You receive a NO DATA message when generating a report.

This problem can occur if: You forgot to Propagate Departments in

Department Maintenance. Departments are entered incorrectly.

Enter department numbers in both Department ID Maintenance and in each of the breakout parts.

The date on the PC is incorrect. Verify

the date on the PC. Verify the Reference Date in File | Payroll Rules.

The employees selected for the report

do not have an active status. Verify that employees have a status selected in File | Employees.

The report requires employee

schedules. Confirm that employee schedules are in place.

The program will not create a HOURS.TXT file.

Check the PC date. An External Data File will not be created if employees do not have information for the time/date range selected for the extract.

Incorrect amounts (or hours worked is showing) display on the Dollars report.

1. Check Categories to make sure that the Dollar Value Expression includes WR (Wage Rate).

2. Check File | Employees to make sure

there are Wage Rate entries for each employee.

Overtime transactions are not displaying in Approaching Overtime and Daily Hours reports.

Select B-Include Ovt Trans. In App Ovt/Daily Hrs/Schd vsAct Rpts in Utilities | Global System Parameters | Special Options.



THIS PAGE INTENTIONALLY LEFT BLANK.

Paychex Time In A Box User's Guide

Glossary

A

Accumulators Used to track the amount of Hours, Dollars, or Counts, per employee contained to

date in each category that is created in the software. Active Status Bar A toolbar that displays at the bottom of the screen and provides a method of logging

off the current supervisor, accessing the Global System Parameters screen, turning Scheduled Events on and off, and setting the system time and date.

ASCII Output File A document file created in the ASCII (American Standard Code for Information

Exchange) format. The ASCII layout contains characters, spaces, punctuation, returns, tabs and end of file markers, but no formatting information.

Audit Trail A feature that tracks information about activity performed within the software. Audit

Trails help to determine who performed a particular activity in the software. Auto Department Value A feature that allows the clock Function Keys to automatically transfer employees to

a specific department. When an employee presses the function key and swipes their card, their time is automatically transferred to that department.

Auto-Poll Clocks A feature in which the software automatically polls clocks according to scheduled

times. Auto Schedule A feature that allows you to establish schedules that accommodate various starting

times for employees (for example, flextime). Automatic Meal Deduction Rules A Payroll Rule setting that defines if the software should automatically deduct time

for meals and the amount of time to deduct. B

Backup The process of creating a copy of your data. Badge A plastic card containing encoded data that identifies the employee. Badge Reader The part of the time clock that reads encoded employee data from badges as they

are swiped. Baud Rate The speed by which data is transmitted between the PC and the clock.

Glossary


Bell Schedule A schedule that triggers the time clocks to ring bells at specific times. Benefit Accrual Setup A feature that allows you to establish how the software accumulates benefits for

employees. Biometric A type of clock that identifies employees by their fingerprint instead of by their badge

number. Break Deduction A Payroll Rule setting that defines if there is a minimum deduction for breaks and

the amount of time deducted. This setting also defines if there is a paid break amount and the number of minutes allowed for the break.

Break Punch Rules A Payroll Rule setting (if employees punch for breaks) that defines the length of an

ideal break, how breaks longer than the time entered for an ideal break are rounded, and if there will be an exception for employees who did not take a break.

C Calculations for Shift Rounding A Payroll Rule setting that defines how the software calculates rounding. Calendar Day Overtime A feature that establishes which days of the week are always Overtime or Double

Time days that will apply to a Payroll Rule. Category Accounting classifications (similar to files) containing a specific type of information

that is available for the collection of Time, Dollars, or Counts. Category Edit Badge A badge assigned to supervisors to use when they are required to enter non-worked

employee hours at the clock for a category such as sick or vacation time. Clock Global Parameters A Clock Related menu option that allows you to specify which clock functions you

want to use and create settings for those functions. This menu option displays for each supported clock type added to the software.

Clock Offset Hours A field in the Clock Maintenance screen that is used to make time adjustments for

systems with clocks in multiple time zones. Clock Recovery A feature that helps to recover punch data when punches for a specific period of

time are lost by the software. Clock Speed The speed that data is transmitted between the PC and the time clock.

Glossary


Com Port The communications port on your PC to which the clock is connected. Comma-Delimited File Format A data file consisting of fields and records stored as text where the fields are

separated by commas. Used to allow communication between database systems that use different formats.

Consecutive Day Overtime A Payroll Rule setting that defines that total number of consecutive days required for

Overtime and Double Time. D Daylight Savings Punch Adjustor A feature that allows you to adjust punches affected by an automatic Daylight

Savings Time change at the clock. When the time change occurs, employees who are clocked I may be credited an extra hour or have an hour from the actual time worked.

Department ID A method of identifiying different departments using a total space of 15 alphabetic,

numeric, or alphanumeric characters. Department Segments Parts of the Department ID that track the different cost centers of your company.

Department Segments are a required part of the software and are used to create the employee Home Department ID.

Discard Old Historian Data A Reports | Historical Reporting menu option that allows you to save disk space by

discarding old historical information in the database. Discard Old Punch Information A feature that allows you to discard accumulated employee punches that you no

longer need. Distribution of Labor Reports Reports that detail labor costs at the cost center level (for example by Region or

Position) by listing the distribution of labor by Department ID Segments within all departments. Departments are listed in ascending order by department number with a subtotal for each department

DLR/Job Tracking Variables A feature of the Global System Parameters that allows you to control how the

software calculates reports for the Distribution of Labor by entering formulas for regular and overtime dollars and hours.

.

Glossary


E Early End Margin (Restrictions) A field in the Restrictions screen that sets the length of time before the end of a

schedule where employees are not allowed to clock out. Early Start Margin (Restrictions) A field in the Restrictions screen that sets the length of time before the beginning of

a schedule where employees are not allowed to clock in. Employee Messaging A feature that allows you to send individual or group messages to an employee's

home clock. The message displays when the identified employee swipes their badge.

Employee Number The 10 digit number that the software uses to identify each employee. Ethernet Clocks Clocks that communicate with the PC over an intranet or internet connection. Event Scheduler A feature that allows you to automate the execution of events such as polling the

clocks, downloading information to the clocks, and printing reports. Exceptions Employee punches that are an exception to the norm (such as late or tardy). External Data File A Utilities menu option that creates a file containing the data accumulated by the

software. This data file is then made available for addition to the Employee Accumulators, Historical Reporting files and for use by other programs such as Payroll Interfaces.

F File System Statistics A Utilities menu option that displays a screen that shows the number and type of

records you currently have in your software including records in the Employee File, Payroll rules, Department Clocks, Schedules, Punches and Transactions, Special Badges, and System Activity.

Filter The process of sorting data to retrieve only the information you want. Fingerprint Database The database used for biometric clocks that stores and compares employee

fingerprints to those at the clock for identification. Flagged Exceptions A Payroll Rule setting that defines which exceptions you want flagged on employee

time cards and in exception reports.

Glossary


Function Keys Keys on the time clock (up to five) that you can use to indicate different functions or

prompt employee to enter certain information. G Global Punches and Transactions A feature that allows you to add a punch or transaction for an individual, entire

group, or all employees in the software. Global System Parameters A Utilities menu option that allows you to set numerous software options ranging

from how the hours worked totals are displayed on time cards to applying one or more of the special options available in the software.

H Header The heading information located at the top of the screen. Historian A feature of the software that maintains the historical database of employee

information. Data is archived to this database by checking the Update Accumulators/Historian option when creating an External Data File.

Historical Reporting A Reports menu option that contains the Employee Summary and Department

Summary reports which show totals for employees and departments. Holiday Credits After A field of the Employee Maintenance screen that allows you to set the data after

which an employee becomes eligible to receive paid Holidays. Holiday Posting A Payroll Rule setting that defines if employees must work the scheduled day before

and after a holiday to receive Holiday Credits and be eligible for a paid holiday. Holiday Transactions A Punch menu option that allows you to post a holiday transaction for individual

groups or for all employees. Holidays can be posted filtered by employee, payroll rule, time clock, department segment, etc.

Holidays A File menu option that allows you set up the date and name of a holiday recognized

by your company that can be posted for groups or all employees.

Glossary


I Ideal Break

The amount of time your company permits for employee breaks (established in Payroll Rules).

Ideal Meal The amount of time your company allows for meals (established in Payroll Rules). . In Punch Rounding Rules A Payroll Rule setting that defines how the software rounds employee in punches

that are either early or late. Interface Options A Windows menu option that allows you to change the display colors of the toolbars

and forms displayed in the software. Interpreting the Time Card Translating the symbol shown next to the punch and the exception it signifies on

time cards. Employee exceptions are listed next to each exception punch and marked with the symbol for the type of exception.

J Job Tracking Report The report that details labor costs at the organizational level based upon any

segment of the Department ID. L Late End Margin (Restrictions) A field in the Restrictions screen that sets the length of time after the end of a

schedule where employees are not allowed to clock out. Late Start Margin (Restrictions) A field in the Restrictions screen that sets the length of time after the beginning of a

schedule where employees are not allowed to clock out. List

An icon that generates a complete listing of the selected type of records in the software. You will be given the option of specifying the output for this listing to the Printer, Screen, to save it as a File or e-mail the list.

Glossary


M

Max Download Badges The maximum number of badges or print templates you can download to the clock.

Meal Exception Rules A Payroll Setting that defines if you want an exception for short meals, long meals,

or no meal taken and sets the amount of time that will trigger the exception.

Meal Out Punch The employee's out punch for the meal break.

Meal Punch Rules A Payroll Rule setting that defines if there is a minimum amount of time for the meal

and the amount of time to be deducted.

N

Non-Home Clock

The use of a clock other than the employee’s assigned home clock.

Non-Schedule Based Restriction Restrictions that permit you to input specific start and end times for the allowable

punch intervals so that any employee attempting to punch outside these times is restricted.

Normal Shift Length A Payroll Rule setting that defines a normal shift to allow the software to determine

when an employee has forgotten to punch out at the end of a shift. O Offset Hours See Clock Offset Hours. On-Premises Employees who have punched in and are on the clock working in their home or other department. Order By The order by which data is sorted and displayed when sorting through database

records. Out Punch Rounding Rules A payroll rule setting that defines how the software rounds employee out punches

that are either early or late. Output File Format The specified format used for the output file used when data is saved as a file to be

used later.

Glossary


P Paid Meal Rules A Payroll Rule setting that defines if there is a paid meal amount and if so, how long

the meal is. Password Maintenance A Utilities menu option that allows you to assign and maintain supervisor passwords

to functions and areas of the software. Payroll Rules Rules established by taking your company policies (such as Overtime, Punch

Rounding, Pay Period dates, lunch rules, etc.) and applying them to the software. Premiums A Payroll Rule setting that defines a premium or different rate of pay for hours

worked on second or third shifts.

Processing Procedures Guidelines as to the type, sequence, and frequency of operations and procedures

need to keep the software operating.

Punch Employee activity recorded at the time clock such as employee time in, time out, and

time taken for meals and breaks. Punch Type The type of employee punch recorded by the software. RI - Regular In MI - Meal In BI - Break In RO - Regular Out MO - Meal Out BO - Break Out

R

Rebuild Data Files (Rebuild) A Utilities menu option that allows you to rescue information in your data files if they

are corrupted or damaged.

Reclassifiers A feature used to reclassify an interval of time using a one character letter ID in

upper or lower case. Reclassifiers change the way that overtime is paid by moving the time interval from one category to another or change the way a punch is rounded.

Reference Date A Payroll Rule setting that defines the Start Date of future pay periods. Reinterpreting a Punch A feature that allows you to change a punch type (Punch | Time Card Editor).

Glossary


Restrictions A feature used to prevent employees from punching except at specified times. If an

employee attempts to punch during a restricted period of time, the clock displays a message and the punch is not recorded.

Rounding Method A Payroll Rule setting that defines what type of rounding is used and how the

software rounds the punches of employees that are either early or late. S Schedule Based Restriction Restrictions that work around schedule that allow, for example, lunches punches but

restrict in and out punches to 15 minutes on either side of the scheduled in and out times.

Sort Option The sort order you want to use when scrolling through database records. The order

of listed information pertains to the use of the Next and Previous Record icons. Special Badges A feature that allows you to assign special badges that enable designated

supervisors to add punches or add values to categories such as Sick and Vacation at the clock.

Special Options

A section of the Global System Parameters screen that allows you to enable software features such as the display of edits on employee time cards, allowing the use of alphanumeric employee numbers, and showing the badge number instead of the employee number in reports.

Speed Buttons A shortcut feature created in the Schedule Maintenance File that allows you to

assign a schedule to an employee or group of employees with one click of a button. Summary Area A section of the Time Card Editor that provides a summary of the activity for the

employee displayed in the Employee header. Supervisor Badge A type of badge that allows the supervisor to perform special functions such as

adding punches at the clock for employees who missed punches on earlier occasions.

T Tardy Exception An exception set up as Tardy. TCP/IP An acronym for Transmission Control Protocol/Internet Protocol. It is the standard

for data transmission over networks and the Internet.

Glossary


Transaction The process of adding or subtracting values in any specified Category. Toolbars Rows of icons on your screen that gives you access to all required tasks by clicking

the option you require. U Unscheduled Punch An employee punch that does not fall within the scheduled Start and End Margins or

a punch on a day when the employee is not scheduled to work. Utilities A menu option in the software that allows you to perform functions that help maintain

a smooth running system. W Wage Rate Table A tab of the Employee Maintenance screen that contains the Home Department

Wage Rate (paid to employees when working in their Home Department), the ID number for the employees Home Department, and the wage paid to the employee when they are working in a non-Home Department.

Wildcard Report Specifications This allows you to retrieve records that begin with certain values. For example, you

can report on only the Shipping Department clocks by entering the work SHIP in the Chock field. This entry reports on all clocks that use SHIP as the first four letters of the clock name, such as SHIPPING, SHIP00, or SHIPXTRA.

Paychex Time In A Box User's Guide 1

Index A Absentee Report ..............................................................................................................................2-39 Accumulator(s) ..........................................................................................................................2-4, 2-27 Active Employee...............................................................................................................................1-33 Active Status Bar........................................................................................................... 1-21, 2-24, 2-32 Add Transaction Screen.....................................................................1-47, 1-49, 1-52, 1-55, 1-59, 1-60 Add Punch Screen ......................................................................................1-46, 1-47, 1-49, 1-53, 1-54 Adding a Clock .......................................................1-21, 1-27, 1-28, 1-31, 1-32, 1-33, 1-43, 1-44, 1-45 Adding a Punch ...................1-9, 1-10, 1-11, 1-12, 1-13, 1-14, 1-15, 1-33, 1-46, 1-47, 1-49, 1-53, 1-54 Adding a Supervisor ............................................................ 1-28, 1-34, 1-35, 1-37, 1-49, 1-52, 2-7, 2-8 Adding a Transaction .........................................................................1-46, 1-47, 1-49, 1-52, 1-59, 1-60 Annual Summary Tab...................................................................................................................... D-10 Approaching Overtime Report.................................................................................................2-33, 2-40 ASCII File Format..............................................................................................................2-38, B-7, B-8 ASCII Output File .............................................................................................................................2-38 Assigning Schedules ..................................................................... 1-6, 1-7, 1-9, 1-10, 1-14, 1-33, 1-35, ................................................................................1-36, 1-37, 1-38, 1-39, 1-40, 1-14, 1-42, 1-49, 1-51 Audit Trail ..................................................................................................................................2-7, 2-58 Authorization Tab ...............................................................................................................................2-9 Auto Schedule Maintenance Screen................................................................................................1-33 Auto Schedule(s)..............................................................................................................................1-33 Auto-Download Employees..............................................................................................................1-44 Automatic Categories .........................................................................................................................2-3 Automatic Meal Deduction ......................................................................................................1-11, 1-14 Automatic Meal Deduction Rules ............................................................................................1-11, 1-14 Automatic Schedule .........................................................................................................................1-33 Auto-Poll Clocks ...............................................................................................................................1-45 B Backup........................................................................................................................ 1-33, 3-6, 4-6, 4-8 Backup/Restore Data ................................................................................................. 1-33, 3-6, 4-6, 4-8 Badge .............................................................1-28, 1-30, 1-31, 1-32, 1-44, 1-49, 2-6, 2-10, 2-11, 2-12, .......................................................................2-22, 2-30, 2-31, 2-33, 2-45, 3-2, 3-3, 3-5, 3-12, 4-4, A-9 Badge for Hours .......................................................................................2-22, 2-30, 2-33, 3-2, 3-3, 3-5 Badge Number (PIN)............................................... 1-30, 1-31, 1-32, 1-49, 2-11, 2-30, 2-31, 2-33, A-9 Badge Reader ..................................................................................................................................3-12 Baud Rate ..........................................................................................................................................4-2 Benefit Accrual Setup.................................................................................................... 1-33, 1-49, 2-27 Biometic...................................................................................................................................2-30, 2-31 Biometric Clocks......................................................................................................................2-30, 2-31 Break Deduction............................................................................................1-7, 1-13, 1-14, 1-51, 1-58 Break Punch Rules...........................................................................................................................1-14

Index

2 Paychex Time In A Box User's Guide

C Calendar..............................1-5, 1-16, 1-33, 1-50, 1-54, 1-55, 1-56, 1-59, 1-61, 2-14, 2-23, 2-51, 2-65 Categories ........................1-2, 1-18, 1-46, 1-50, 1-52, 2-3, 2-4, 2-10, 2-13, 2-34, 2-48, 2-50, 4-9, 4-11 Category...................................... 1-8, 1-18, 1-19, 1-46, 1-49, 1-50, 1-52, 1-59, 1-60, 1-61, 1-62, 1-63, ..................................................2-3, 2-4, 2-5, 2-6, 2-12, 2-13, 2-18, 2-48, 2-50, 2-53, A-11, A-12, A-13 Category Maintenance Screen........................................................................................................ A-11 Change Employee Number.................................................................................. 1-30, 1-31, 1-32, 2-24 Clear Password Icon ..........................................................................................................................2-7 Clock Communications.......................................................1-43, 1-44, 1-45, 3-2, 3-3, 4-2, 4-3, 4-4, 4-8 Clock Communications - Error Messages...................................................................................4-2, 4-3 Clock Communications - Situational Problems ...........................................................................4-2, 4-4 Clock Display Maintenance........................................................................................................ 2-5, A-9 Clock Global Parameters ....................................................................................... 1-31, 2-29, 2-30, 4-4 Clock Maintenance............................................................................................................ 1-27, 4-2, 4-4 Clock Maintenance Screen ..............................................................................................................1-27 Clock Polling.....................................................................................................................................2-22 Clock Related Menu...............................................................................1-27, 1-31, 1-43, 2-19, 3-2, 3-3 Clock Settings ....................................................................................................................................4-2 Clock Polling.....................................................................................................................................2-22 Collect Data..................................................................................................................... 1-2, 1-45, 2-22 Collect Employee Data from the Clock .....................................................................................1-2, 1-45 COM Port ....................................................................................................................................4-2, 4-3 Connection Type ..............................................................................................................................1-28 Customizing Screen Colors........................................................................................... 1-35, 1-36, 1-49 D Daily Hours Report ................................................................................................. 2-33, 2-37, 2-41, 4-9 Daylight Savings Time......................................................................................................................2-28 Default Clock .............................................................................................................................. 2-5, A-9 Delete All Exceptions ...................................................................................................................... D-14 Delete Exception Entries by Date/Type .......................................................................................... D-14 Deleting a Punch ........................................................................................................... 1-46, 1-57, 3-10 Deleting a Transaction .....................................................................................................................1-63 Department ID ....................1-20, 1-22, 1-24, 1-25, 1-30, 1-32, 1-54, 1-56, 1-60, 1-61, 1-62, 1-63, 2-6, .........................................2-9, 2-15, 2-17, 2-18, 2-26, 2-27, 2-33, 2-37, 2-44, 2-54, 4-7, 4-9, A-8, A-13 Department ID Maintenance Tab ......................................................................... 1-20, 1-22, 1-24, 1-30 Department Segments .................................................... 1-20, 1-21, 1-22, 1-23, 1-24, 1-26, 2-26, 2-37 Department Segments Tab .........................................................................1-21, 1-22, 1-23, 1-24, 1-26 Department Transfer ....................................................................1-51, 1-52, 2-6, 2-30, 2-43, A-2, A-10 Department Wage Report ................................................................................................................2-42 Dept ID Segments ............................................................................................................................1-32 Discard Old Historian Data...............................................................................................................2-65 Discard Old Punch Information ....................................................................................... 3-10, 3-11, 4-8 Distribution of Labor Report .............................................................................................................2-44 Dollar Totals Report ................................................................................................................1-34, 2-45 Download Clock Parameters........................................................................................... 1-44, 2-28, 4-3 Download Employees........................................................................................1-44, 2-29, 3-2, 3-3, 4-3

Index


E Early End Margin (Restrictions) ..............................................................................................2-19, 2-20 Early Start Margin (Restrictions) .............................................................................................2-19, 2-20 Edit Frame........................................................................................................................................1-52 Edit Menu .........................................................................................................................................1-55 Edit Punch Screen...................................................................................................................1-46, 1-55 Edit Transaction ...............................................................................................................................1-61 Editing a Punch .......................................................................................................................1-46, 1-55 Editing a Transaction........................................................................................................................1-61 Eliminate Duplicate Exception Entries ............................................................................................ D-14 Employee Badge Listing...................................................................................................................2-45 Employee Download ...............................................................................................................1-28, 2-22 Employee Information Screen..........................................................................................................1-49 Employee Listing ..............................................................................................................................2-46 Employee Maintenance Screen .......................................................... 1-29, 1-30, 2-19, 2-33, 3-10, A-9 Employee Name........................................................ 1-30, 1-31, 1-40, 1-44, 1-49, 2-41, 3-2, A-9, A-11 Employee Number.......................................................... 1-30, 1-31, 1-32, 1-49, 1-53, 1-55, 1-67, 1-58, ....................................................... 1-59, 1-60, 1-62, 1-63, 2-24, 2-27, 2-33, 2-34, 2-41, 2-43, A-8, A-9 Employee Schedules..................................................1-6, 1-35, 1-39, 1-41, 1-42, 2-30, 2-39, 2-59, 4-9 Error Messages ............................................................................................................ 4-2, 4-3, 4-5, 4-6 Event Schedule .......................................................................................................................2-23, 2-38 Event Scheduling ......................................................................................................................2-21, 3-4 Events.........................................................................2-21, 2-22, 2-24, 2-30, 2-32, 2-33, 2-38, 3-3, 4-7 Exception Codes .....................................................................................................................1-13, 1-51 Exception Codes Tab...................................................................................................................... D-11 Exception History Module................................................1-51, 2-57, D-1, D-2, D-3, D-4, D-5, D-6, D-7, .................................................................................................. D-8, D-9, D-10, D-11, D-12, D-13, D-14 Exception History Tab ............................................................................................................... D-8, D-9 Exception Maintenance Screen ........................................................................................................ D-8 Exception Points.......................................................................................................D-2, D-4, D-6, D-10 Exception Reason Codes.......................................................................................................... D-3, D-4 Exception Reason Codes Setup Screen........................................................................................... D-3 Exception Records ....................................................................................... 2-52, D-8, D-9, D-10, D-11 Exception Report.......................................................................................................... 2-47, D-12, D-13 Exceptions.....................................1-8, 1-12, 1-13, 1-14, 1-49, 1-51, 2-27, 2-41, 2-52, 2-64, D-1, D-2, ...........................................................D-3, D-4, D-5, D-6, D-7, D-8, D-9, D-10, D-11, D-12, D-13, D-14 Exceptions Report Screen..................................................................................................... D-12, D-13 Executable/Batch File................................................................................................................2-22, 4-5 External Data File.................. 2-27, 2-28, 2-30, 2-35, 2-42, 2-43, 2-44, 2-54, 2-55, 4-9, A-10, D-2, D-7 F File Formats .................................................................................B-1, B-2, B-3, B-4, B-5, B-6, B-7, B-8 File Maintenance Menu..........................................................................................D-8, D-9, D-10, D-11 Filter...................................................................................................................... 1-39, 2-47, 2-52, 2-63 Flagged Exceptions............................................................................................................................1-8 FP Series Clocks........................................................................................................... 1-21, 1-31, 2-32 Function Key Prompt......................................................................................................... 1-44, 2-5, 2-6 Function Key(s) ...................................................................... 1-44, 1-54, 2-5, 2-6, 2-30, 4-4, A-9, A-10 Function Toolbar ........................................................................................................... 1-35, 1-38, 1-39

Index


G General Information Tab (Global System Parameters)................................................. 1-20, 1-31, 2-31 General Tab (Payroll Rules).............................................................................................. 1-3, 1-5, 1-15 Global Holiday Addition Screen .................................................................................... 1-33, 1-46, 2-15 Global Parameters Screen.................................................................1-20, 1-22, 1-23, 1-31, 2-32, 2-37 Global Punch Addition Screen ........................................................................ 2-17, A-6, A-7, A-9, A-12 Global Punches ............................................................................................................... 1-46, 2-17, 4-3 Global Punches and Transactions ............................................................................................1-46, 4-3 Global System Parameters ..................................................................... 1-20, 1-31, 2-31, 4-8, 4-9, A-6 Global Transactions ........................................................................................................ 1-46, 2-18, 4-3 H Hardware (Troubleshooting) .......................................................................................................4-2, 4-3 Historian ............................................................................................................... 2-48, 2-50, 2-65, 3-10 Historical Department Summary Report ..........................................................................................2-50 Historical Employee Summary Report .............................................................................................2-48 Historical Exception Listing (Annual Summary) ......................................................................2-51, 2-52 Historical Exceptions Report ............................................................................................................2-52 Historical Reporting .....................................................................................2-27, 2-48, 2-50, 2-63, 2-65 Holiday Credits After ........................................................................................................................1-33 Holiday Pay ...............................................................................................................................1-3, 2-12 Holiday Posting .........................................................................................................................1-6, 2-16 Holiday Transactions...............................................................................................................1-46, 2-15 Holidays...................................................................................... 1-33, 2-12, 2-13, 2-14, 2-15, 2-16, 4-7 Home Clock............................................................................................................1-28, 1-32, 2-30, A-8 Home Department Clock In............................................................................................................. A-11 Home Department ID ........................................................................................... 1-32, 2-26, 2-27, 2-37 Home Department Wage Rate.........................................................................................................2-26 Hours Report ......................................................................... 2-33, 2-36, 2-37, 2-41, 2-53, 3-3, 3-5, 4-9 HOURS.DBF ..............................................................................................................................B-2, B-5 I Ideal Break .......................................................................................................................................1-14 Ideal Meal...................................................................................................................... 1-12, 1-13, 1-14 In Punch Rounding Rules...................................................................................................................1-9 Installing PC Entry....................................................................................................................A-3, A-11 J Job Tracking Report ................................................................................................................2-27, 2-54 JTMPUNCH.DBF ............................................................................................................... B-2, B-6, B-7 L Late End Margin (Restrictions).........................................................................................................2-20 Late Start Margin (Restrictions) .......................................................................................................2-20 Load Schedules............................................................................................................. 1-36, 1-38, 1-39

Index


M Main Menu Toolbar ................................................................. 1-4, 1-20, 1-27, 2-3, 2-7, 2-10, 2-13, 3-8 Management Summary Report ........................................................................................................2-55 Manual Categories .............................................................................................................................2-3 Meal Exception Rules.......................................................................................................................1-13 Meal Punch Rules ............................................................................................................................1-11 Meals Tab..................................................................................................................................1-8, 1-11 Messages .................................................................................. 1-43, 1-44, 2-30, 3-2, 4-2, 4-3, 4-5, 4-6 Missed Punch Report .......................................................................................................................2-55 Missed Punches .............................................................................................................. 2-11, 2-55, 3-7 Move Transaction Screen .......................................................................................................1-49, 1-62 N NAMES.DBF ...................................................................................................................... B-2, B-3, B-4 Network Compatibility (PC Entry).......................................................................................................A-3 Network Requirements (PC Entry).....................................................................................................A-3 Non-Schedule Based Restriction .....................................................................................................2-19 Normal Shift Length............................................................................................................................1-6 O Offset Hours ..............................................................................................................................1-28, 4-4 On Premises Report.........................................................................................................................2-57 On-Premises ....................................................................................................................................2-57 Options Tab.................................................................................................................................2-8, 2-9 Order By ............................................................................................................... 1-30, 2-27, 2-37, 2-44 Overtime Tab....................................................................................................................................1-15

Index


P Paid Meal Rules ...............................................................................................................................1-12 Password Maintenance.......................................................................................1-34, 2-7, 2-8, 2-9, 4-5 Password Maintenance Screen ........................................................................................ 1-34, 2-7, 2-8 Pay Period Length..............................................................................................................................1-6 Payroll Rule Maintenance .......................................................................................... 1-3, 1-4, 1-5, 1-19 Payroll Rule Maintenance Screen.............................................................................. 1-3, 1-4, 1-5, 1-19 Payroll Rule Maintenance Toolbar ............................................................................. 1-3, 1-4, 1-5, 1-19 Payroll Rules ............ 1-3, 1-4, 1-5, 1-16, 1-18, 1-35, 1-46, 1-48, 2-14, 2-16, 2-36, 2-37, 2-38, 4-7, 4-9 PC Entry ..........................................................................1-45, 1-51, 2-4, 2-19, 2-29, 3-2, 3-6, 4-5, 4-6, ...................................................................................A-2, A-3, A-4, A-5, A-6, A-7, A-8, A-9, A-11, A-12 PC Entry Transactions ................................................................................................... A-2, A-11, A-12 PC Requirements ....................................................................................................................... 1-2, A-4 PC Requirements (PC Entry) ..................................................................................................... 1-2, A-4 Poll Clocks..................................................................................................................... 1-45, 2-15, 2-24 Premiums ..................................................................................................................................1-3, 1-18 Premiums Tab ..................................................................................................................................1-18 Program Options Tab.........................................................................................................................2-8 Propagate Departments ........................................................................................... 1-22, 1-25, 4-7, 4-9 Punch Edit Report ...................................................................................................................1-54, 2-58 Punch List.........................................................................................................................................1-50 Punch List Report.............................................................................................................................1-50 Punch Menu ......................................................................................................... 1-46, 2-15, 2-17, 2-18 Punch Rounding......................................................................................................... 1-7, 1-8, 1-9, 1-10 Punch Rounding Rules..............................................................................................................1-9, 1-10 Punches Frame .......................................................................................................................1-47, 1-51 Punches Tab ....................................................................................................................... 1-7, 1-8, 1-9 R Reason Codes.................................................................................... 1-51, 1-54, 1-56, 2-52, D-2, D-11 Reason Codes Tab ......................................................................................................................... D-11 Reference Date ................................................................................................................... 1-5, 1-6, 4-9 Reinterpreting a Punch.....................................................................................................................1-58 Reload Payroll Rules........................................................................................................................1-48 Report Explanations .........................................................................................................................2-38 Report Options Tab............................................................................................................................2-8 Report Output...................................................................................................................................2-38 Report Qualification....................................................................................................... 2-27, 2-36, 2-38 Report Specification ......................................................................................2-37, 2-38, 2-39, 2-65, 3-8 Reports Menu...................2-35, 2-36, 2-38, 2-39, 2-40, 2-41, 2-42, 2-43, 2-44, 2-45, 2-46, 2-47, 2-48, ................................... 2-50, 2-53, 2-54, 2-55, 2-56, 2-57, 2-58, 2-59, 2-60, 2-61, 2-62, 2-64, 2-65, 4-7 Restriction Over-Ride .................................................................................................... 2-10, 2-11, 2-12 Restriction(s) ..............................................................1-33, 1-44, 2-9, 2-10, 2-11, 2-12, 2-19, 2-20, 3-2 Review Specified File .......................................................................................................................2-38 Rounding Tab.....................................................................................................................................1-7 Run Saved Reports .................................................................................................................2-38, 2-65

Index


S Sample Reports................................................................................................................................2-38 Save Report Specifications For Later Use.......................................................................................2-38 Saved Report ................................................................................................................ 2-22, 2-38, 2-65 Schedule Based Restriction ....................................................................................................2-19, 2-20 Schedule Layout /Assignment Report..............................................................................................2-59 Schedule Vs Actual Report ..............................................................................................................2-60 Scheduled Event Maintenance Screen............................................................................. 2-21, 3-4, 3-5 Schedules............................................................................. 1-6, 1-7, 1-8, 1-33, 1-35, 1-36, 1-37, 1-38, ...........................................................................1-39, 1-40, 1-41, 1-42, 2-19, 2-30, 2-39, 2-59, 4-7, 4-9 Set Time ........................................................................................................................ 2-22, 2-28, 2-29 Set Time/Daylight Savings Date ......................................................................................................2-28 Setup Menu ........................................................................................................D-3, D-4, D-5, D-6, D-7 Shift Premium...................................................................................................................................1-18 Shift Rounding.............................................................................................................................1-7, 1-8 Software Requirements (PC Entry)....................................................................................................1-2 Sort Option ..............................................................................................................................1-30, 1-31 Special Badges .............................................................................................1-28, 1-44, 2-10, 2-11, 3-2 Special Days Tab ......................................................................................................................1-3, 1-16 Special Functions (Utilities Menu).......................................................................... 1-6, 2-11, 2-24, 2-25 Special Options (Global System Parameters)................................................................. 1-31, 2-32, 4-9 Special Overtime Days.....................................................................................................................1-16 Speed Button Toolbar .............................................................................................................1-35, 1-37 Speed Buttons.............................................................................................1-35, 1-37, 1-38, 1-39, 1-41 Summary Frame............................................................................................................ 1-47, 1-52, 1-55 Supervisor Badge....................................................................................................................2-10, 2-11 Supervisor Check-Off Report ...........................................................................................................2-61 Supervisor Number ......................................................................1-35, 1-52, 2-7, 2-8, 2-12, 2-23, A-12 System Activity/Error File .................................................................................................................3-12 System Generated Exceptions...........................................................................................D-4, D-5, D-6

Index


T Tardy Exception ................................................................................................................................ D-3 Tardy Report ....................................................................................................................................2-62 TCP/IP..............................................................................................................................................1-28 Time Card Editor ...................................................1-45, 1-46, 1-47, 1-48, 1-49, 1-52, 1-53, 1-54, 1-55, ........................................................... 1-57, 1-58, 1-59, 1-60, 1-62, 1-63, 2-5, 2-33, 3-2, 3-7, A-2, A-12 Time Card Editor Screen...................................................1-45, 1-47, 1-48, 1-52, 1-53, 2-33, 3-2, A-12 Time Card Editor Toolbar ................................1-49, 1-53, 1-55, 1-57, 1-58, 1-59, 1-60, 1-62, 1-63, 3-7 Time Card History Module.........................................................................3-10, C-1, C-2, C-3, C-4, C-5 Time Card List Report Screen..........................................................................................................1-50 Timecard Color Setup Screen..........................................................................................................1-49 Timecard History Information Screen........................................................................3-9, 3-10, C-3, C-4 Timecard History Report .................................................................................................. 2-63, C-2, C-5 Timecard Report....................................................................................... 2-37, 2-64, 3-8, 3-9, C-2, C-3 TIMECARD.TXT................................................................................................................................ C-3 TM Series Clocks .......................................................................................................... 1-31, 2-28, 3-12 Toolbars............................................................................................................................................1-35 Transaction Frame ........................................................................................................ 1-52, 1-59, 1-62 Transaction(s) ..............................................1-33, 1-46, 1-47, 1-49, 1-50, 1-52, 1-55, 1-59, 1-60, 1-61, .....................................................................................1-62, 1-63, 2-3, 2-5, 2-6, 2-15, 2-16, 2-18, 2-32, ..................................................................................... 2-33, 3-10, 4-3, 4-9, A-2, A-7, A-11, A-12, A-13 Transactions List ..............................................................................................................................1-50 Troubleshooting..................................................................................................................................4-2 Turning Events On and Off...............................................................................................................2-24 U Update Exception Point Values....................................................................................................... D-13 User Defined Exceptions............................................................................................D-2, D-4, D-6, D-7 User Defined Pay Periods................................................................................................................2-25 User Fields Tab ................................................................................................................................1-30 Using PC Entry.................................................................................................1-31, 2-4, A-7, A-9, A-12 Using PC Entry Transactions .......................................................................................................... A-12 Utilities .........................................................................1-6, 1-20, 1-31, 1-33, 1-34, 2-7, 2-9, 2-24, 2-25, ............................................................................ 2-28, 2-29, 2-30, 2-31, 2-37, 3-11, 4-5, 4-8, 4-9, A-10 Utilities Menu.......................................................................................................................... 1-33, A-10 Utility Options Tab ..............................................................................................................................2-9 W Wage Rate .............................................................................................1-29, 1-34, 2-4, 2-26, 2-42, 4-9 Wage Rate Table .......................................................................................................... 1-29, 1-34, 2-26 Wage Rate Table Tab .............................................................................................................1-34, 2-26 Y YOUR CLOCK........................................................................................................ 1-27, 1-28, 2-5, 2-29

Paychex Time In A Box User's Guide Appendix A - 1

Appendix A PC Entry

Contents Introduction ..............................................................................................................................................A - 2 PC Entry ...................................................................................................................................................A - 3 Installing PC Entry............................................................................................................................A - 3 Network Requirements.............................................................................................................A - 3 Network Compatibility...............................................................................................................A - 3 PC Requirements .....................................................................................................................A - 4 Software Installation .................................................................................................................A - 4 Networked PC Installation ........................................................................................................A - 5 Single Non-Networked PC Installation .....................................................................................A - 5 Setting Up PC Entry Global Parameters ..........................................................................................A - 6 Using PC Entry.................................................................................................................................A - 9 Home Department Clock In ................................................................................................... A - 11 PC Entry Transactions .......................................................................................................................... A - 11 Setting Up PC Transactions.......................................................................................................... A - 11 Starting PC Entry Transactions..................................................................................................... A - 11 Using PC Entry Transactions ........................................................................................................ A - 12

Appendix A – PC Entry

Appendix A - 2 Paychex Time In A Box User's Guide

Introduction

Paychex PC Entry is a software package for employee time and attendance. Installed on a Pentium II 233 PC (or higher), the Paychex Time In A Box software is used to store employee punch data. This data can originate from either a front end Windows application (PC Entry) that allows employees to punch in and out using their PC or from electronic time clocks. The software allows a combination of both methods if you purchased additional clocks. Paychex Time In A Box PC Entry is designed to gather punch data through a PC or workstation. PC Entry is activated by double clicking on the PC Entry icon or the PC Entry Transaction icon. In and out times are recorded, along with other punches such as meals, tips, department transfers, etc. PC Entry transmits data directly to the server as each transaction occurs The PC Entry system administrator can allow editing of punch date and time (if the date and time is taken from the PC or workstation). If this option is selected, true integrity of the punch cannot be guaranteed. The PC Entry software contains two parts that operate in conjunction with the Paychex Time In A Box software: PC Entry

A Windows application which allows the use of a workstation or server to act as a time clock and provides the employee with a user interface to clock in or out by clicking on a PC Entry icon.

PC Entry Transactions (PCE Transactions)

Allows the use of the workstation or the server to act as a time clock and provides the employee with a user interface to enter closed interval time transaction for any date in the current pay period. The entry is registered directly in Paychex Time In A Box as a transaction in the Time Card Editor..



PC Entry Installing PC Entry Network Requirements

If you are using the Paychex Time In A Box software on a network you must: Install all of the software (both PC Entry and Paychex Time In A Box) on your file

server. or Install on a workstation designated as the Paychex Time In A Box system server.

Install PC Entry on each workstation that you will use as a time clock for tracking

employee’s time. If you are going to use a single, non-networked PC to collect and report on time and attendance information as well as serve as the PC Entry PC, install all of the software components on a single PC.

Network Compatibility PC Entry is supported by PC networks using NETBIOS or NETBEUI operating systems.



PC Requirements

Please refer to page 1-2 for PC Requirements.

Software Installation The Paychex Time In A Box software must be installed on the network file server before PC Entry is installed on the workstations that will use the PC Entry components. PC Entry must be installed on each workstation that will have access the PC Entry components and must be pathed to the drive and directory where Paychex Time In A Box is installed. The workstation installation process installs the appropriate Windows files on the workstation and places the PC Entry icons and program group in place. 1. Insert the Paychex Time In A Box CD-ROM in the CD-ROM drive.

Note: If setup does not start automatically, do the following:

• From the Start menu, select Run. A Run window displays.

• In the Open field, type X:\setup.exe, where X is the drive letter for the CD.

• Click OK. 2. The Existing Installed Instances Detected screen displays. Select Maintain or

update the instance of this application selected below: 3. Click Next. The Welcome screen displays. 4. Click Modify to select the new program features to install or select currently installed

features to remove. 5. Click Next. The Select Features screen displays. 6. Select PC Entry. 7. Click Next. 8. Maintenance Complete displays.

9. Click Finish.



Networked PC Installation

Click Choose Directory and select the file server drive letter of the location of your Paychex Time In A Box files. Click Drives to display a list of drives accessible to your PC. If you do not see the name of the file server drive which contains the Paychex Time In A Box software (\PAYCHEX subdirectory), have the Network Administrator set the workstation so that it is configured for the following capabilities: Auto log-on to the server drive that has the Paychex Time In A Box software

installed in the \PAYCHEX subdirectory during the workstation boot. Access to the \PAYCHEX subdirectory on the server.

Single Non-Networked PC Installation Use the default directory \PAYCHEX for file installation.



Setting up PC Entry Global Parameters

Once the PC Entry screen displays on your monitor, you have the option of setting Global System Parameters. The settings for these parameters affects the way the software runs on all workstations.

1. Double-click the Paychex Logo on the PC Entry screen. The PC Entry Global Parameters screen displays.



2. Select from the following parameters and click Ok.

Field/Button Description Get Time From What Server: (Blank For Use PC’s Time)

Type the server name in this field. Leave this field blank to use each PC’s date and

time.

Type NOVELL for a Novell Server. If you use the server’s time, punch date, and time cannot be edited.

Show Server Time The server time displays on the Global Parameters screen and of the upper left side of the PC Entry screen when employees clock in an out. Click Show Server Time after entering the server name in the Get Time From What Server field. The date and time displays below the button. If the software cannot locate the requested server name, a “Failed To Access Server Time” message displays. Enter the correct server name and try again.

Check here if this is a Novell server

Check if the server being used is Novell.

Allow Editing Punch Date & Time?

If you select this option, employees can enter the time of their punch when they clock in or out using PC Entry, rather than using system date and time of the server. The Date and Time fields in the PC Entry screen display and the employee can enter the Time and Date of the punch. If you select this option, you have no way of tracking the accuracy of punch times for employees.

Auto-Minimize On Punch Save?

If you select this option, each PC Entry is used to enter and save a punch; the entry screen is automatically reduced to an icon on the status bar at the bottom of the screen (click the icon to restore the screen).

Force PCE To Stay On Top? If you select this option, the PC Entry window stays on top of your desktop after every transaction (regardless of the screen that you select).



Field/Button Description

Force users to enter department

If you select this option, your employees are required to enter the department number of the department that will work in each time they clock in. If the employee selects their name, enters the appropriate pin number, and clicks Save, but has not entered a department number, they will receive a series of pop-up windows that will either save the punch (if it is an out punch) or instruct them to enter a department number in order to save the punch.

Prompt for Password To Exit? If you select this option, PC Entry will not close unless you have the proper password. This ensures that employees do not close PC Entry if you want it to stay open for other employees.

Don’t show Employee Numbers?

Select this option if you do not want employee numbers to display in the listing.

Password If you enter a password, you will be required to enter the password to open Global Parameters from that point on. To enter a password, enter a password in this field and press Enter.

Load Employees How? This option allows you to select how you want the software to load employees into PC Entry. All Employees Loads all employees from

File | Employees in Paychex Time In A Box.

PCE Employees Only Loads only those Paychex

Time In A Box employees who have a home clock assignment with a clock name of PCE.

No Employees Instructs the software to

load no employees from Paychex Time In A Box. If you select this option, employees must type in their employee number to display their name (leading zeros are not required).

On Department Prompts, Which Part of Department Should Be In The Selection List?

This option allows you to select which Department ID segments display in the Department ID drop-down list.



Using PC Entry

When you click the PC Entry icon, the Paychex PC Entry screen displays. Each time you enter the Paychex PC Entry screen, you are beginning the time and date punch process.

Field/Button Description .

To navigate through the screen, press Tab. Employee Click on the name field and enter the first letter of

your last name or click the arrow and select your name from the drop-down list. If you selected Load - No Employees in the PC Entry Global Parameters screen, the list of employee names does not display. Employees are required to manually enter their employee number.

PIN The PIN is assigned as the Paychex Time In A Box software badge number in the Employee Maintenance screen (File | Employees). Type your PIN (Personal Identification Number) and press Enter.

Function Keys/Amount and Dept ID

Your software is shipped with Department and Tip Function keys preset. Function keys can be modified by selecting Clock Related | Clock Display Maintenance in your Paychex Time In A Box software. PC entry uses the settings entered in the DEFAULT clock screen. Select the appropriate function key and the Department or Amount field is highlighted.



Field/Button Description

. To navigate through the screen, press Tab.

Function Keys/Amount and Dept ID - cont.

Department Transfer Function Key If this punch is for your home department, leave

this field blank. If you are transferring to a different department,

select Enter Dept, click the arrow next to the Dept ID field, and select the appropriate department from the drop-down list.

Enter Tips Function Key Select Enter Tips and enter the amount that

you want to declare in the Amount field. Enter the decimal for dollars and cents, but do not use a $ sign. Press Tab to exit the field.

If the Tips Earned are for your home department

leave the Dept ID field blank. If the Tips Earned are for a non-home

department, click the arrow next to the Dept ID field, and select the appropriate department from the drop-down list.

Click Save to save your entry.

Punch Info This button allows employees to review their punches or hours worked after entering their name and PIN. Punch Information displays to the right of the screen. Click Punch Info again to discontinue the display. Hours This Week The Hours This Week field displays below the Punch Information portion of the screen. The total is calculated by running the External Data File option (from the Utilities menu of Paychex Time In A Box) qualified for a period of This Week. The information is only as accurate as the time and day the External Data File was created.



Home Department Clock In To clock in for your home department: 1. Click the arrow to the right of the Employee field to select your employee name.

2. In the PIN field, enter your PIN.

3. Press Tab or Enter.

4. Click Save.

A Save Punch? message displays 5. Click Yes to save or No to exit.

6. Click Exit.

If you enter this screen and do not want to save the punch, press Cancel, then Exit.

PC Entry Transactions PC Entry Transactions allows employees to enter closed interval time transactions for any date in the current pay period. Once employees enter their time, it is saved as a transaction in Paychex Time In A Box.

Setting Up PC Entry Transactions In order to populate the list of Categories displayed in the PC Entry Transactions screen,

you must enter categories in the Category Maintenance screen of Paychex Time In A

Box (File | Categories). Use the Next Record icon to go through the list of categories

and for every category you want to display, click the Edit Record icon and select Display on PC Entry. Categories 1 through 4 cannot be edited.

Starting PC Entry Transactions When installing PC Entry, you create two icons on your desktop, one for PC Entry, and another for PC Entry (PCE) Transactions. When you select the PC Entry Transactions icon, a Paychex PC Entry screen displays. Select your User Name from the drop-down list, type your PIN, and click Login.



Using PC Entry Transactions

After login, The Paychex PC Entry Transaction screen displays.

Employee time or amounts entered in the Paychex PC Entry Transactions screen are saved as a Transaction in the Paychex Time In A Box software. Enter your transaction into the grid by selecting the appropriate Category and Departments Segments. Once entered, employee time can only be edited by someone with administrative rights through the Time Card Editor screen of Paychex Time In A Box. Notes: If your PC is idle for more than five minutes, you will be automatically logged

out. You can place entries for the same Category and Department on the same

line for different dates. The Time Card Editor displays entries with a Supervisor Number of PC

Entry. Clicking Delete only deletes new lines added during the current session.

You cannot delete transactions added during a previous session. If you click File | Global Parameters while in the PC Entry Transaction

screen, the PC Entry Global Parameters screen displays.



1. Click in the Category field. 2. Click the arrow to the right of the field and select the appropriate category from the

drop-down list. 3. If the time or amount is being charged to your home department, proceed to

step 4. If the time being charged is to a department other than your home department,

click in each Department Segment field, click the arrow to the right of the field, and select the appropriate Department ID from the drop-down list.

If you are entering work for separate departments that was performed on the same

day, you must use a new line item for each entry. 4. Using the 00:00 or $00.00 format, enter your hours or amount for the day under the

column for the date you performed the work.

5. After entering all transactions, click the Save Record icon . After saving the entry, you are automatically logged out and returned to the Login

screen.

Paychex Time In A Box User's Guide Appendix B - 1

Appendix B File Formats

Contents Introduction ..............................................................................................................................................B - 2 Structure for Database: NAMES.DBF.....................................................................................................B - 2 Structure for Database: HOURS.DBF.....................................................................................................B - 5 Structure for Database: JTMPUNCH.DBF..............................................................................................B - 6 ASCII File Format.....................................................................................................................................B - 7

Appendix B – File Formats

Appendix B - 2 Paychex Time In A Box User's Guide

Introduction

On the Utilities Menu, you have the option of creating an External Data File. This file allows you to output information to other software (such as payroll interfaces) and industry standard application formats. When you select this option, the Report Specifications For External File screen displays and you can define the type of file that you want to create. When you select an External Data File, Paychex Time In A Box creates three files in standard dBase format. These files are called HOURS.DBF, NAMES.DBF, and JTMPUNCH.DBF. The file structures for each file are included in the rest of this section. The files are dBase compatible and viewable directly with dBase of any program that uses xBase type files. HOURS.DBF contains calculated totals for the time frame specified when the file was created. JTMPUNCH.DBF contains punch-by-punch data for each employee for the time frame specified when the file was created.

Structure for Database: NAMES.DBF

Field Field Name Type Width Dec Description 1 EMPL Character 10 Employee Number 2 LNAME Character 30 Employee Last Name 3 DEPT Character 15 Employee HOME Department 4 DEPT_1 Character 12 Department #1 ID Breakout 5 DEPT_2 Character 12 Department #2 ID Breakout 6 DEPT_3 Character 12 Department #3 ID Breakout 7 PR_RULE Character 10 Payroll Rule Name 8 CLOCK Character 10 Home Clock 9 RESTRICT Character 10 Restriction 10 SCHEDULE Character 10 Schedule 11 AUTO Character 10 Automatic Schedule 12 USER1 Character 33 User Field #1 13 USER2 Character 33 User Field #2 14 USER3 Character 33 User Field #3 15 USER4 Character 33 User Field #4 16 USER5 Character 33 User Field #5 17 USER6 Character 33 User Field #6 18 USER7 Character 33 User Field #7 19 USER8 Character 33 User Field #8 20 USER9 Character 33 User Field #9 21 USER10 Character 33 User Field #10 22 USER11 Character 33 User Field #11 23 USER12 Character 33 User Field #12



Field Field Name Type Width Dec Description

24 BADGE Numeric 10 Badge Number 25 WAGE Numeric 8 4 HOME Wage Rate 26 HR_WEEK Numeric 6 2 Salary Hours/Week 27 STATUS Character 1 Employee Status 28 HIRE DATE Date 8 Hire Date 29 EFFDATE Date 8 Benefits Effective Date 30 HRSTHISWK Numeric 6 2 Hours This Week 31 DAYS_WRKD Numeric 4 Days Worked This Period 32 ABSENT Numeric 4 Absent Days This Period 33 TARDY Numeric 4 Tardy Days This Period 34 TARDY_MIN Numeric 4 Tardy Minutes This Period 35 DEPT1 Character 15 Non-Home Department #1 36 DEPT2 Character 5 Non-Home Department #2 37 DEPT3 Character 15 Non-Home Department #3 38 DEPT4 Character 15 Non-Home Department #4 39 DEPT5 Character 15 Non-Home Department #5 40 DEPT6 Character 15 Non-Home Department #6 41 DEPT7 Character 15 Non-Home Department #7 42 DEPT8 Character 15 Non-Home Department #8 43 DEPT9 Character 15 Non-Home Department #9 44 WAGE1 Numeric 8 4 Non-Home Wage Rate #1 45 WAGE2 Numeric 8 4 Non-Home Wage Rate #2 46 WAGE3 Numeric 8 4 Non-Home Wage Rate #3 47 WAGE4 Numeric 8 4 Non-Home Wage Rate #4 48 WAGE5 Numeric 8 4 Non-Home Wage Rate #5 49 WAGE6 Numeric 8 4 Non-Home Wage Rate #6 50 WAGE7 Numeric 8 4 Non-Home Wage Rate #7 51 WAGE8 Numeric 8 4 Non-Home Wage Rate #8 52 WAGE9 Numeric 8 4 Non-Home Wage Rate #9 53 EBTRULE Character 10 EBT Rule Name 54 EFFDATE1 Date 8 Effective Date for EBT

Category #1 55 EFFDATE2 Date 8 Effective Date for EBT




Category #5




59 T1B Numeric 8 2 EBT Cat #1 Bal Forward 60 T1E Numeric 8 2 EBT Cat #1 Earned 61 T1U Numeric 8 2 EBT Cat #1 Used 62 T1A Numeric 8 2 EBT Cat #1 Amt. Adjusted 63 T2B Numeric 8 2 EBT Cat #2 Bal Forward 64 T2E Numeric 8 2 EBT Cat #2 Earned 65 T2U Numeric 8 2 EBT Cat #2 Used 66 T2A Numeric 8 2 EBT Cat #2 Amt. Adjusted 67 T3B Numeric 8 2 EBT Cat #3 Bal Forward 68 T3E Numeric 8 2 EBT Cat #3 Earned 69 T3U Numeric 8 2 EBT Cat #3 Used 70 T3A Numeric 8 2 EBT Cat #3 Amt. Adjusted 71 T4B Numeric 8 2 EBT Cat #4 Bal Forward 72 T4E Numeric 8 2 EBT Cat #4 Earned 73 T4U Numeric 8 2 EBT Cat #4 Used 74 T4A Numeric 8 2 EBT Cat #4 Amt. Adjusted 75 T5B Numeric 8 2 EBT Cat #5 Bal Forward 76 T5E Numeric 8 2 EBT Cat #5 Earned 77 T5U Numeric 8 2 EBT Cat #5 Used 78 T5A Numeric 8 2 EBT Cat #5 Amt. Adjusted 79 ELSTUP Date 8 EBT Earned Last Update 80 ULSTUP Date 8 EBT Used Last Update 81 BDAYS_WRKD Date 4 Historical Days Worked 82 BABSENT Numeric 4 Historical Days Absent 83 BTARDY Numeric 4 Historical Days Tardy 84 BTARDY_MIN Numeric 4 Historical Tardy Minutes 85 REARNDATE1 Date 8 EBT Reset Earned Date #1 86 REARNDATE2 Date 8 EBT Reset Earned Date #2 87 REARNDATE3 Date 8 EBT Reset Earned Date #3 88 REARNDATE4 Date 8 EBT Reset Earned Date #4 89 REARNDATE5 Date 8 EBT Reset Earned Date #5 90 RUSEDATE1 Date 8 EBT Reset Used Date #1 91 RUSEDATE2 Date 8 EBT Reset Used Date #2 92 RUSEDATE3 Date 8 EBT Reset Used Date #3 93 RUSEDATE4 Date 8 EBT Reset Used Date #4 94 RUSEDATE5 Date 8 EBT Reset Used Date #5 95 POSTDATE1 Date 8 EBT Post Date #1 96 POSTDATE2 Date 8 EBT Post Date #2 97 POSTDATE3 Date 8 EBT Post Date #3 98 POSTDATE4 Date 8 EBT Post Date #4 99 POSTDATE5 Date 8 EBT Post Date #5



Structure for Database: HOURS.DBF

Field Field Name Type Width Dec Description 1 EMPL Character 10 Employee Number 2 DEPT Character 15 Employee HOME Department 3 DEPT_1 Character 15 Department #1 ID Breakout 4 DEPT_2 Character 15 Department #2 ID Breakout 5 DEPT_3 Character 15 Department #3 ID Breakout 6-10 H1-H5 Numeric 10 4 Category Values 1-5 11-55 H6-H50 Numeric 8 2 Category Values 6-50 56 UDF1 Numeric 8 2 Unused 57 UDF2 Numeric 8 2 Unused 58 UDF3 Character 12 Unused 59 UDF4 Character 12 Unused 60 DEP Character 15 Unused 61 DEPNAME Character 32 Unused 62 POS Character 15 Unused 63 POSNAME Character 32 Unused 64 R Numeric 8 4 Wage Rate Paid 65 WAGES Numeric 8 4 Employee HOME Rate 66 HOME Character 15 Employee HOME Department 67 OVRATE Numeric 8 2 Unused 68 REGULAR Numeric 8 2 Regular Hours (DLR) 69 OVERTIME Numeric 8 2 Overtime Hours (DLR) 70 REG_DOL Numeric 8 2 Regular Dollars (DLR) 71 OT_DOL Numeric 8 2 Overtime Dollars (DLR) 72 TRANS_CHAR Character 20 Unused 73 TRANS_NUM Numeric 8 2 Unused 74 COMPANY Character 5 Company Number 75 DAT Date 8 Unused



Structure for Database: JTMPUNCH.DBF

Field Field Name Type Width Dec Description 1 PTEX Character 1 Record type

1 = Daily Hours 2 = Approach OT 3 = On Premises A = Absent E = Edit P = Punch Record T = Transaction X = Exception

2 EMPL Character 10 Employee Number 3 BADGE Numeric 10 0 Badge Number 4 LNAME Character 30 Employee Last Name 5 COUNT Numeric 4 0 Record Counter (by type) 6 DAYDATE Character 9 Day & Date of Punch 7 DATE Date 8 Date of Punch 8 PUNCH Character 6 Actual Punch Time 9 ROUND Character 6 Rounded Punch Value 10 SCHED Character 6 Scheduled Punch Time 11 RPUNCH Numeric 4 0 Punch Value in Minutes Past

Midnight 12 RROUND Numeric 4 0 Rounded Value in Minutes

Past Midnight 13 RSCHED Numeric 4 0 Scheduled Value in Minutes

Past Midnight 14 TYPE Character 2 Type of Punch 15 DEPT Character 15 Department Number of Punch 16 SCH Character 2 Shift Designation 17 EXCEPTIONS Character 3 Exception Code 18 EXC1 Character 2 Exception Code 19 EXC2 Character 2 Exception Code 20 EXC3 Character 2 Exception Code 21 EXC4 Character 2 Exception Code 22 MISSED Character 1 Question Mark for Missed

Punch 23 CLOCK Character 2 Clock Where Punch Was

Entered 24 FKEY Character 1 Function Key Transaction by

Key # 25 DELTA Numeric 4 0 Delta Between Exception &

Schedule 26 CAT Numeric 2 0 Category Number 27 CATEGORY Character 10 Category Description




28 CAT_TYPE Character 6 Category Type (Hour, Dollar, Count)

29 AMOUNT Character 8 Amount of Category Transaction

30 ACTION Character 1 Add or Subtract Transaction 31 COUNTS Character 3 Counts Toward OT? (Y/N) 32 HOLIDAY Character 3 Holiday? (Y/N) 33 SUPER Character 3 Supervisor Number 34 XFLD1 Character 10 Card Punch Display (for

example,. 0800 *t) 35 XFLD2 Character 10 Card Punch Display 36 XFLD3 Character 10 Card Punch Display 37 XFLD4 Character 10 Card Punch Display 38 XFLD5 Character 10 Card Punch Display 39 XFLD6 Character 10 Card Punch Display 40 XFLD7 Character 10 Card Punch Display 41 XFLD8 Character 10 Card Punch Display 42 REG_MINS Numeric 4 0 Regular Minutes 43 OVT_MINS Numeric 4 0 Overtime Minutes 44 SCH_MINS Numeric 4 0 Scheduled Minutes 45 CTYPE Logical 1 Unused 46 FIXDMISSED Character 3 Supervisor # Who Fixed

Missed Punch 47 REASON Character 3 Reason Code 48 RAMOUNT Numeric 8 2 Numeric Field for Transaction

Amount

ASCII File Format

Field Field Name Type Width Dec Description 1 EMPLS Character 10 Employee Number 2 LNAME Character 30 Employee Last Name 3 BADGE Numeric 10 Employee Badge Number 4 DEPT Numeric 15 Employee HOME Department 5 WAGE Numeric 8 4 Employee HOME Wage Rate 6 DEPT1 Numeric 15 Employee DEPT1 Department 7 WAGE1 Numeric 8 4 Employee DEPT1 Wage Rate 8 DEPT2 Numeric 15 Employee DEPT2 Department




9 WAGE2 Numeric 8 4 Employee DEPT2 Wage Rate 10 DEPT3 Numeric 15 Employee DEPT3 Department 11 WAGE3 Numeric 8 4 Employee DEPT3 Wage Rate 12 DEPT4 Numeric 15 Employee DEPT4 Department 13 WAGE4 Numeric 8 4 Employee DEPT4 Wage Rate 14 DEPT5 Numeric 15 Employee DEPT5 Department 15 WAGE5 Numeric 8 4 Employee DEPT5 Wage Rate 16 DEPT6 Numeric 15 Employee DEPT6 Department 17 WAGE6 Numeric 8 4 Employee DEPT6 Wage Rate 18 DEPT7 Numeric 15 Employee DEPT7 Department 19 WAGE7 Numeric 8 4 Employee DEPT7 Wage Rate 20 DEPT8 Numeric 15 Employee DEPT8 Department 21 WAGE8 Numeric 8 4 Employee DEPT8 Wage Rate 22 DEPT9 Numeric 15 Employee DEPT9 Department 23 WAGE9 Numeric 8 4 Employee DEPT9 Wage Rate 24 PR_RULE Character 10 Payroll Rule Name 25 CLOCK Character 10 Employee Clock Name 26 RESTRICT Character 10 Employee Restriction 27 SCHEDULE Character 10 Employee Schedule 28 AUTO Character 10 Employee Automatic Schedule29 USER1 Character 33 User Field 1 30 USER2 Character 33 User Field 2 31 USER3 Character 33 User Field 3 32 USER4 Character 33 User Field 4 33 USER5 Character 33 User Field 5 34 USER6 Character 33 User Field 6 35 USER7 Character 33 User Field 7 36 USER8 Character 33 User Field 8 37 USER9 Character 33 User Field 9 38 USER10 Character 33 User Field 10 39 USER11 Character 33 User Field 11 40 USER12 Character 33 User Field 12 41 DEPT Character 15 Department Where Hrs.

Worked 42 DEPT_1 Character 12 Dept. ID Breakout #1 43 DEPT_2 Character 12 Dept. ID Breakout #2 44 DEPT_3 Character 12 Dept. ID Breakout #3

Paychex Time In A Box User's Guide Appendix C - 1

Appendix C Timecard History Module

Contents Introduction ............................................................................................................................................. C - 2 Creating a Timecard Report.................................................................................................................... C - 2 Accessing the Timecard History Module................................................................................................. C - 4 Creating a Timecard History Module Report........................................................................................... C - 5

Appendix C – Timecard History Module

Appendix C - 2 Paychex Time In A Box User's Guide

Introduction

The Time Card History Module, included with your Paychex Time In A Box software, allows you to retrieve employee timecards within a given date range. Each pay period you can generate, compress, and save Timecard Report from the Reports menu of your Paychex Time In A Box software. The Time Card History Module automatically searches all compressed files and extracts the timecards for the desired employee. It then generates an image of each timecard for the specified dates. In order to successfully archive and retrieve timecard information, you must: 1. Create a Timecard Report. 2. Access the Timecard History Module. 3. Create a Timecard History Report.

Creating a Timecard Report

If you want to save timecard data, at the beginning of each pay period, you must create a Timecard Report for the previous pay period. You can create a Timecard Report that contains any range of information that you desire and you can also create separate reports for each department, payroll rule, etc. It is recommended, however, that you use the report specifications ALL EMPLOYEES and PREVIOUS PERIOD. From Paychex Time In Box: 1. From the Main Menu toolbar, select Reports | Time Card. The Report Specifications For Timecard Report screen displays.



2. Select your report specifications from the Employee, Payroll Rule, Clock,

Supervisor, and Department ID drop-down lists. Leave a field or fields blank for the default entry of ALL. For example, if you wish to create a Timecard Report for all employees, leave the

Employee field blank. 3. Select the time frame for the data that you want included in the report. 4. In the Order By field, select a sort option for the report. 5. Select the Archive? option. When you select Archive, the File Name field defaults to TIMECARD.TXT. Every

time you create an archive file, it overwrites the previously created TIMECARD.TXT file.

6. Click Ok. A Timecard History Information screen displays.

7. Enter the Starting and Ending Date for the pay period that you are creating the

report for. The date you enter must match the starting and ending date of the pay period

that you selected in the Report Specification for Timecard Report. The starting and ending dates that you enter will display on the main menu of the Time Card History Module program and cannot be changed. If you add a TIMECARD.TXT file with invalid Start and End dates, you must delete the file and add the correct dates.

8. In the Description field, enter any information that you want included in this file.

9. Click Ok.



Accessing the Time Card History Module

From the Time In A Box software:

1. From the Main Menu toolbar, select Reports | Historical Reporting | Timecard History Module.

or From the Main toolbar, click the Timecard History Module icon . The Timecard History Module password screen displays.

2. Enter the password and click Ok. The Timecard History Module screen displays with the information selected in the

Timecard History Information screen.



Creating the Timecard History Report 1. In the Timecard History Module screen, select Report. A Report Options screen displays.

2. In the From Date and To Date fields, enter your desired date range for this report. You can also click the down arrow to display a calendar. When entering dates, if you enter dates different than the pay period shown, the

software selects complete timecards that contain information within the dates selected.

3. In the Employee Name field, select ALL Employees or an employee name from the

drop-down list. 4. Click Ok. A Timecard History Report - Report Destination screen displays.

5. Select your desired output option for this report. Choose Screen to view the report on your screen, Printer to print the selected

report, or Export to export the report as a file. 6. Click OK to generate the Timecard History Report.

Paychex Time In A Box User's Guide Appendix D - 1

Appendix D Exception History Module

Contents Introduction ............................................................................................................................................. D - 2 Accessing the Exception History Module................................................................................................ D - 2 Setup Menu............................................................................................................................................. D - 3 Exception Reason Codes................................................................................................................ D - 3 Exception Points.............................................................................................................................. D - 4 External Data File.................................................................................................................................... D - 7 File Maintenance Menu - Exception Records ......................................................................................... D - 8 Exception History Tab ..................................................................................................................... D - 8 Annual Summary Tab.................................................................................................................... D - 10 Exception Codes Tab.................................................................................................................... D - 11 Reason Codes Tab ....................................................................................................................... D - 11 Reports Menu........................................................................................................................................ D - 12 Utilities Menu......................................................................................................................................... D - 13 Update Exception Point Values..................................................................................................... D - 13 Eliminate Duplicate Exception Entries .......................................................................................... D - 14 Delete Exception Entries by Date/Type ........................................................................................ D - 14 Delete All Exceptions .................................................................................................................... D - 14

Appendix D – Exception History Module

Appendix D - 2 Paychex Time In A Box User's Guide

Introduction

The Exception History Module, which is included with your Paychex Time In A Box software, allows you to: Setup Reason Codes that can be used and edited for each exception.

For example, an absence can be assigned a reason code that qualifies it as an

excused absence.

Setup Exception Points that track cumulative exceptions. For example, an employee can receive 10 exception points for a tardy in-punch and

20 exception points for an unexcused absence. These points are then totaled by month and year for each employee and presented in a calendar.

Setup User Defined Exceptions.

Add, edit, and delete exceptions.

Create reports on any employee exception types for the current or previous year.

You must load data from Paychex Time In A Box into the Exception History Module by creating an External Data File for the previous pay period in order to add, edit, and delete exceptions or to create reports.

Accessing the Exception History Module

From the Time In A Box software:

1. From the Main Menu toolbar, select Reports | Historical Reporting | Exception History Module.

or

From the Main toolbar, click the Exception History icon .

The Exception History Module password screen displays.



2. Enter the password and click OK.

The Exception History Module screen displays.

Setup Menu Exception Reason Codes

Reason codes serve as an explanation for a particular exception and can be any combination of alphanumeric characters such as 1, A1, or AAA. When using reason codes, all information for each exception must be assigned manually for every specific occurrence of every exception. You can set a reason code to cancel points that would normally accrue for an exception. For example, if you set up a Tardy exception with a point value of five, an employee arriving tardy would be given five demerit points for being tardy. However, if you assign Union Meeting as a reason code to the Tardy exception, no points would be given to the employee. 1. From the Exception History Module menu, select Setup | Exception Reason Codes.

The Exception Reason Codes Setup screen displays.



2. Select the New Record icon .

The Enter Reason Code to Add screen displays.

3. Enter the desired characters for your reason code and click Ok. The Exception Reason Codes Setup screen displays. 4. In the Description field, enter a description for this reason code. For example, Snow

Day, Union Meeting, etc. 5. Under Does Reason Cancel Points, select Yes if this reason codes cancels

exception points.

6. Click the Save Record icon . Exception Points

Exception Points is an optional feature that allows you to assign a positive or negative point value to each exception type and therefore, track the compliance of employees with company attendance policies. The system tracks two kinds of exceptions, system generated exceptions, and user defined exceptions. System Generated Exceptions are exceptions that are already setup in Paychex Time In A Box such as IE (Early Punch In), ML (Long Meal), and LS (Long Shift). User Defined Exceptions are any two letter codes that are not already setup in Paychex Time In A Box that you assign as exceptions. For example, you can create a snow day exception code to prevent users from being penalized if they are out due to a mandatory snow day. To track employee points without using exceptions, leave the Points value blank. Exception Codes can only be activated by defining the exception parameters in the Payroll Rules section of Paychex Time In A Box. Exceptions are not effective until the next External Data File is loaded.



From the Exception History Module menu, select Setup | Exception Points.

The Exception Points Setup screen displays.

You can now set up points for System Generated exceptions and User Defined exceptions.

System Generated Exceptions 1. From the Exception Points Setup screen, if necessary, click the Exception Codes

tab for a list of system generated exception code identifiers.

2. Click the New Record icon . The Enter Exception Code to Add screen displays.



3. Enter the two letter exception code identifier and click Ok. The Exception Point Setup screen displays with the exception code that you

entered. If you select AB (Absent from Work), an additional Categories selection area

displays with the following message: Transactions In These Categories Will Cause Absentee Exceptions To Be Canceled.

4. Enter a description in the blank field next to the exception code. 5. In the Points field, enter the number of points designated for each occurrence of this

exception. These points accumulate for each employee whenever there is an exception punch. You can view exception points in a calendar format by clicking File Maintenance |

Exception Records | Annual Summary.

6. Click the Save Record icon . User Defined Exceptions User Defined exceptions must first be set up as categories in Paychex Time In A Box.

1. From the Exception Points Setup screen, select the New Record icon . The Enter Exception Code to Add screen displays.

3. Enter a two letter exception code identifier and click Ok. The Exception Point Setup screen displays with the exception code that you

entered. 4. Enter a description in the blank field next to the exception code. 5. Leave the Points field blank unless you are setting up a User Defined Exception to

allow employees an opportunity to earn back points, such as points gained for perfect attendance.



6. Under Additional Categories, select up to six different categories that this

exception applies to.

If there is a transaction made in the Punch Editing section of Paychex Time In A Box for any category selected, the appropriate exception is automatically entered on the Annual Summary table. Additional information about the Annual Summary table is located later in this section.


External Data File

Before using the Exception History Module file maintenance, reports, and utilities functions, you must first load the information into the module by creating an External Data File from Paychex Time In A Box at the end of every pay period. In Paychex Time In A Box: 1. Edit all missed punches and enter all transactions for benefit categories (such as

Sick or Vacation). 2. From the Main Menu toolbar, select Utilities | External Data File.

The Report Specifications for External Data File screen displays.

3. Create an External Data File for:

All employees Previous pay period Default format 4. Select Update Exception/Benefit Tracking. 5. Click Ok.

The External Data File creates a file that is read by the Exception History Module.



File Maintenance Menu - Exception Records

The File Maintenance Exception Records option allows you to view, add, edit, or delete exceptions and reason codes. It also allows you to view a calendar of annual exceptions. Each exception is recorded by Paychex Time In A Box and displays for each employee. 1. From the Exception History Module menu, click File Maintenance | Exception

Records.

The Exception Maintenance screen displays.

The Exception Maintenance screen has four tabs: Exception History Annual Summary Exception Codes Reason Codes

Exception History Tab

The Exception History tab allows you add, edit, and delete exceptions. To Add Exception History

1. Click the Find Record icon to find the desired employee. 2. Add the new exception information




To Edit Exception History

1. Click the Find Record icon to find the desired employee. 2. Select the exception date from the Exception Date field.

or Use the Next Record icon to locate the desired exception. 4. In the Point field, enter the new point value if you are editing points. 3. Enter Reason Code, Description, and Additional Information if necessary.

4. Click the Save Record icon . To Delete Exception History

1. Click the Find Record icon to find the desired employee. 2. Select the exception date from the Exception Date field.

or Use the Next Record icon to locate the desired exception.

3. Click the Delete Record icon .




Annual Summary Tab

The Annual Summary tab allows you to view employee exceptions in a calendar format. When more than three exceptions occur in a given day, the number of exceptions is shown for that day. Otherwise, the code for up to three exceptions displays. Exception points are calculated and shown on the right side of the screen under the Points column. Click on the grid area of the screen to change to width of the exception cells to different sizes.

To Print the Annual Summary

1. Click the Print icon . The Exceptions Maintenance Report screen displays.

2. Select your report specifications and click OK.



Exception Codes Tab

The Exception Codes tab allows you to view a list of any system generated exceptions.

Reason Codes Tab The Reason Codes tab allows you to view a list of all reason codes that you have created.



Reports Menu

The Reports option, located on Exception History Module menu, allows you to generate Exception Reports to your specifications. 1. From the Exception History Module menu, select Reports | Exceptions Report. The Exceptions Report screen displays.

2. Under Which Employees, select All Employees or Employee Number. If you select Employee Number, select the employee from the drop-down list. 3. Under Which Exceptions Types, select all Exception Types, Employees with No

Exceptions, or Exception Type. If you select Exception Type, select the exception from the drop-down list. 4. Under Which Dates, select All Dates or Date Range. If you select Date Range, select a date range from the drop-down lists. 5. Under Which Minimum Points Limit, select All Point Values or Employees with

More Points Than.

If you select Employees with More Points Than, enter the number of points in the Employees with More Points Than field.

6. If desired, select a particular department number or range of departments from the Department ID fields.



7. Under Which Sort Order, select Employee or Date.

If you select Date, the Exception Report is sorted in ascending order by date of exception.

8. Click OK. An ETB Exceptions Report screen displays.

9. Select your desired output option for this report. Choose Screen to view the report on your screen, Printer to print the selected

report, or Export to export the report as a file. 10. Click OK to generate the Exception History Report.

Utilities Menu

The Utilities Menu, located on the Exception History Module main menu, allows you to: Update Exception Point Values Eliminate Duplicate Exception Entries Delete Exception Entries by Date/Type

Delete All Exceptions

1. From the Exception History Module menu, select Utilities. 2. Select your desired option.

Update Exception Point Values

This option allows you to update all current and previous records if you change the number of points assigned to a particular exception in Setup | Exception Points.



Eliminate Duplicate Exception Entries

This option allows you to delete any exceptions that have duplicate date and times (usually due to the creation of two External Data Files for the same period).

Delete Exception Entries by Date/Type

This option allows you to delete exception information by date or type. When you select this option, a Delete Exception Records by Date and Type screen displays in which you can specify the date range and exceptions that you want to delete.

Delete All Exceptions

This option allows you to delete all exception information contained in the software.

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