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Frequently Asked Questions

How do I access Supervisor mode on my blue clock if it is PIN only? When a clock is set up to be PIN only, Supervisor badges will be disabled as well as the employee badges. To access Supervisor mode, simply key in a badge number of 9995551XX: (where XX is the Supervisor number). 00 through 97 are allowed. The clock will then prompt for the five- digit password, and then allow access to Supervisor mode. Can the 400 Series clock communications be set up over the Internet through the use of Virtual Private Networks (VPNs)? The challenge of supporting Series 400 Terminal communications utilizing Cable Modems, DSL lines, and other related high bandwidth technologies lies not with the technologies themselves, but with the fact that these technologies are used to transmit and receive messages across the public Internet. Unlike point-to- point connections, the Internet routing path cannot be predicted and response times can vary widely. The UDP protocol used buy the current Series 400 terminals today does not provide a guaranteed delivery service. Modem routers are often programmed to drop UDP packets under heavy load giving preference to higher priority protocols such as TCP. This is a very typical practice for routers across the Internet. My Cardtracker import is taking longer and longer to complete. Is there anything I can do to correct this? Yes. By archiving your data each month, you will be compressing the size of your Cardtracker file. Archiving will allow you access to the data and allow you to move portions of your Cardtracker information into storage. By compressing the Cardtracker file, your imports will return to completion in a shorter period of time. 1) Before performing your archiving procedure, it is mandatory that you perform a Pay Period Backup first. 2) Once your backup is complete, proceed to Cardtracker and choose Reports > Archive Activity. By running this report, you will be able to see the last time the archive was performed. If nothing appears, the Cardtracker information has never been archived. In this case the archive will need to be performed from the date of implementation. 3) Next, proceed to File>Archive. Choose the Archive Up To date and click OK. Your Eastern Support Service can email you our manual to set this up as an automated event. NOTE: Archive your data in monthly intervals. Once the process has started, it cannot be cancelled. Q. Why are the punches on my paychecks from last pay period? There are two reasons this may happen: 1. The file was either not created successfully or 2. The file was not created at all. If the file is not recreated then the previous file's detail is generated on the checks. You may also want to check with your payroll team to make sure your company is setup correctly and that nothing was changed. How do I add a primary schedule into the system?

You want to click on Schedules from within e- Time, select New or Add Primary Schedule. Pick the start day and pay rule of the group you want to add. On the schedule screen, add the time in for the days that apply. Approximately three weeks in the future, you will see a red line. Make sure the time gets added up to the red line. If you do not continue up to the red line, the rollover for the schedule will not work. To choose the rollover interval, select the rollover icon in your schedule window. The Roller Interval window will display. Enter the amount of days (Usually the number of days in your pay period) and click OK. Your schedule, with completed rollover interval and times is now ready to be assigned to an employee. You can request our Scheduling Resource Guide, which will help you further with this process.

Why don't my new file numbers import into eTIME after I perform an employee transfer in PCPW? The employee transfer option will copy the eTIME tab to the new file number. eTIME recognizes the import as a new file number using a duplicate badge ID and will stop the file from loading into eTIME, populate the password and access profile field. Why are the punches on my paychecks from last pay period? There are two reasons this may happen: 1. The file was either not created successfully or 2. The file was not created at all If the file is not recreated then the previous file's detail is generated on the checks. You may also want to check with your payroll team to make sure your company is setup correctly and that nothing was changed. How do I add a primary schedule into the system? You want to click on Schedules from within e- Time, select New or Add Primary Schedule. Pick the start day and pay rule of the group you want to add. On the schedule screen, add the time in for the days that apply. Approximately three weeks in the future, you will see a red line. Make sure the time gets added up to the red line. If you do not continue up to the red line, the rollover for the schedule will not work. To choose the rollover interval, select the rollover icon Note: Supervisors already displaying an asterisk (*) are already in use. Why am I getting error 505 when opening Data Services? I am importing a new employee and they did not come over to eTIME. This error message means that the department number entered on the eTIME tab in PC Payroll for Windows does not exist in eTIME. You will need to check the valid department list in eTIME. If this department is not listed you will need to add it to eTIME. You can do this by going to Maintenance, select Setup> Accounts> Labor Entries. Select the New button and populate the Entry Name and Reference Text. Select Add , then select OK. Note: Entry Name = Department Number, Reference Text = Depart Name (i.e. Warehouse) Return to the employee's eTIME tab in PC Payroll for Windows. Re-enter the department number and select Save then OK. Close out of PC Payroll for Windows. Go back into eTIME and open Data Services again, the employee will now successfully import into eTIME. I am receiving `Skeleton Errors" in PCPW after importing my EPIP file. What does this mean and how can I avoid it? Skeleton errors are generated when hours are imported into eTIME for an employee marked as terminated in the PCPW software. To avoid this error, terminate the employees in PCPW only when there will no longer be any hours posted for them.

Example: Company code ABC has a weekly pay period. John Smith is being terminated in week 28 but will receive one last paycheck. Leave the status of John Smith as active in PCPW and import the EPIP file from eTIME. After transmission and distribution of the payroll, the company performs Set up for Next Cycle on both the PCPW and eTIME software. This prepares them for week 29 payroll processing. Since John Smith will not be receiving any more paychecks this payroll, his status should be changed to terminated in the PCPW payroll. By not performing these steps properly, you may be reactivating the employee's eTIME tab in PCPW and generating additional eTIME employee billing for your company. These terminated employees will be marked as "employee uses eTIME" and therefore be considered active eTIME employees. How often should I backup my eTIME data?

In order to insure preservation of your data, daily and pay period backups of your eTIME software should be performed on a regular basis. We also recommend performing a backup after large-scale changes or entries, or if there is inclement weather expected in you area. Backups provide a great recovery in the event your pc and/or crashes or a basic system failure occurs. Nightly network backups will only be able to restore existing data at the time of the backup, so if changes were made in the morning and the pc crashes the network backup would not help. Because eTIME does not currently store your data for you, it is very important that the backups are performed on a regular basis.

How do I set the Date and Time at my Basic HandPunch? 1. 2. 3. 4. 6. 7. On the keypad, press 0, your supervisor password, and #. At Enter Password, type 2 #. At Set Time and Date, type # (Yes). At Enter 24 Hr Time, enter the time in 24-hour format (e.g., 1400), and the date (e.g., 121296). Type # (Yes). Type 5 to exit.

How do I set the Date and Time at my Full HandPunch? 1. On the HandPunch keypad, press Clear and Enter at the same time. 2. At Enter Password, press 2, then Enter. 3. At Set Language, press * (No). 4. At Set Date Format, press * (No). 5. At Set Time and Date prompt, press * (Yes). 6. Enter the Date and Time and then press Enter. 7. Press 5 to exit. When I try to Log In to eTIME I get error [5505] cannot find kcc parameter data. What does that mean? This error occurs while you're logging into eTIME and you're not connecting to your data. This most often occurs when your data's on a network. You have probably either lost your network connection or lost the mapping for the network drive. Check your data path by looking in the Start In field using the directions listed above. Then, go into My Computer and make sure that the drive letter is listed there. If it isn't, contact your IT department so you can have them re-map the drive for you. If the drive is listed there, but you can't access it, you have probably lost your network connection and should reboot your pc.

When I was creating a report in Office Timesheet I got Error: Can't open SQL server. Open Office Timesheet and click on Tools > Report Options. TYPE in the SQL directory. Do not browse it will only work if you type it in. When I was editing/saving data in Office Timesheet I got the message "Maximum amount of entries has been exceeded for the trail period" This message appears because you have exceeded the number of employee's in the software and need to order a new license . This can be done by going to Start > Office timesheet > Office timesheet Database Administrator. Then click on license at the top of the screen, fill out the form, and email it to [email protected] Tenrox will then email you back with instructions on where to put the file. After that you will be able to access Office Timesheet. How Do I rehire an employee in eTIME? If you are reusing the same file number for a rehired employee, you may want to check if e-Time is configured to allow for the re-add of archived employees*. This feature allows e-Time to import a file number of an employee who was in the system, archived, and then removed. To do this: 1-Log into Maintenance 2-Select Setup. 3-Select Feature Definition. 4-Click on the tab labeled options. 5-Place a check in the box labeled, Allow Re-Add of Archived employees. Click ok. *Please do not use this feature to reuse an old file number for a different employee. Archiver will combine the hours. If you are rehiring an employee with a new file number but would like to use an old badge number, you may want to verify that no one else is using that number. To do this: 1-Log into e-time 2-Select Reports. 3-Click on Lists, followed by Badge Numbers. 4-Click on the Lists tab and select the option for "One from the list". You can then scroll through the list to see if the badge number is active. If it is not listed, the badge number can be safely used. If it is listed, highlight the number and select ok. This will generate a report telling you who is using the badge number. How can I allow my employee's to punch in their badge numbers at our 400 series Timeclock? Setting Up the Clock For * Key · Swipe the Maintenance Badge · The display will say Enter Command Number · Type in "90", then press Enter · The display will say Procedure .1 · Type in "5", then press Enter · The display will say Procedure 5 Step 1 · Press Enter · The display will say Specify Option · Add "1" to the value displayed, then press Enter · Press *, *, Enter, Enter How Employees Will Punch at the Clock · At the clock press the * key

· ·

Type in the badge number Press Enter

How do I credit a holiday for my employees? For Employees Who DON'T Work On The Holiday 1) From the e-TIME software menu bar choose Timesheet > Edit > Credit Holiday. 2) On the Employee tab choose one or all employees. 3) On the Groups tab choose the group you want to give the Holiday credit: Labor Account, Pay Rule or Timeclock Group (if holiday is credited to all employees make sure there are no checks on this tab). 4) On the Credit Holiday tab fill in Effective Date (must be date in current or previous pay period), Adjustment Amount (number of hours to credit), Effective Time (usually 8:00 AM) and whether the holiday credit should count toward Overtime. NOTE: If hours credited should NOT count toward weekly overtime, remove the check under Overtime Limits Affected from Weekly: Weekly Consecutive Days. 5) Click on OK. Employees Who WORK On The Holiday · Follow steps 1 through 4 above leaving the Number of Hours to Credit at 0:00. This signals the software to pay the Holiday Rate setup in the Work Rules for that day. In the Timesheet Editor, *H in the ShEx column indicates the holiday was credited BUT the employee did qualify for Holiday credit. How do I process early if I use eTIMEsheet? If you are processing payroll early, you may find yourself in a situation where the dates you exported from eTIMEsheet are in the future. If so, you may receive a message "eTIME will not accept future data. The To Date cannot be greater than today's date." To correct this error, perform the following steps: 1. 2. Close out any date sensitive programs such as Event Manager. Change the computer date to the last day you are trying to export + one day.* Example: You need to send December 24th-28th. Change the computer date to Dec. 29th. *If you have shifts that cross over midnight (Ex: Dec 28th 10 PM ­ Dec. 29 7 AM), 3. 4. 5. Perform the export and import the information into eTIME. Once this is completed, close out of eTIMEsheet and eTIME. Change computer date back to the present day.

How do I add hours into my Timesheet? · · · · · · Using your mouse, right click once anywhere on the open timesheet. Select Add Hours. The hours will default to the employee's home labor account. Select a labor account only if the hours should be charged to a different labor account. Select the pay code for these hours (i.e. Reg, OT) Select the effective date and time of the hours. Select the correct option based on your company's policy for the overtime limits affected field. Enter the amount of hours to be added in the adjustment amount field. Verify Added is selected for Amount to be field. Click on OK.

What happens when I lose power to my timeclocks? Loss of power to your time clocks can result in lack of functionality, and in extreme circumstances cause the loss of punches. If your time clocks go without power for too long, they can potentially lose their memory. In order to prevent this from happening you may want to read over the following information regarding your time clock. 400 Series Every 400 series time clock comes standard with a lithium battery. In the event you lose power, it will hold the memory of the clock for up to 90 days, depending on the life of your battery. It will not allow employees to punch at the clock. In order to get full functionality from the clock at this time you must have a Battery Backup. The Battery Backup includes a 12 VDC lead-acid battery and a battery backup board. This package will provide 12 hours of full functionality including full LCD display, badge reading, keypad entries, and bell relay. If you are interested in purchasing this package please contact the eTime Support HUB. Handpunch Every Handpunch comes standard with a battery backup. This battery will allow the Handpunch to accept punches for up to 2 hours, and all data will be saved for up to 5 years. The battery backup will only work if your battery jumper is on securely. If you need assistance checking that please refer to your Handpunch Installation guide or contact the eTime Support HUB.

One of my employees took a long lunch break and now their timesheet looks something like this. How can I fix it?

1. 2. 3.

Click on the punch selected above, so that the black box is around it. Right click on the punch and select Override Punch Interpretation. Click on the Change In-Punch Interpretation drop down box and select Meal or New Shift, depending on how you want the punch to be read.

Your Timesheet should now look like this:

How do I add in a shift that spans across two days? The following example should assist you:

The shift we are entering started at 10:00pm on 09/30/03 and ended on 7:00am on 10/01/03. 1. Enter the 10:00pm punch on the day of 09/30/03. Your timesheet should look like this:

2. 3. 4. 5.

Click on the question mark in the Out Punch column as displayed above. Right click on the field and select Add Punch. The Punch Date should be 10/01/03 and the Punch Time should be 7:00am. Click on OK and your Timesheet should look like this:

What do I do if I need to process early? First you will print out your reports by range of dates rather than previous pay period. · Logon to the eTIME Software · Clock on Reports > Time and Attendance > Punch Detail (or Hours Summary) · Under the Options tab select Range of Dates · Enter the range of dates that you are paying · Print the report You will also create your Punch Detail and/or EPIP file by range of dates. · From the Start menu select eTime > Pay Period Processing > 3. Access Punch Detail on Paycheck (or 4. Access Payroll Transfer Option) · Select your company code(s) · Select Range of Dates and enter in the date range you are paying · Click on Create File Once your files are created, you will continue to process normally.

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