TLM Functions Guide...Company Menu 24 Company Guru 25 Company Settings 26 Company Menu and TLM Settings 26 Other Settings 26 Company Time Settings 26 Other Settings 28 Labor Distribution

TLM Functions Guide| Version 8.4.20.06

CONTENTSList of Contents

How ToTimecard Functions 12

Preferences 13

View/Edit/Add/Delete Time for Employees 14

View and Edit 15

PeopleGuru FunctionsNavigating in the TLM 22

Version 8 22

Filters 23Dashboard for Time 23Company Menu 24

Company Guru 25

Company Settings 26Company Menu and TLM Settings 26

Other Settings 26

Company Time Settings 26

Other Settings 28

Labor Distribution 28

Adding a new Code 28

Default Explanation (Company) 28

Company Exception Points (Company) 29

Examples 29

To Setup Points: 30

Minor Alerts (Company) 31

Timecard Earning Codes 32

CONTENTS │TLM Functions Guide

Example 33

Cloning 34

Time Management 34

If Not Using Shifts 34

General (Time Management) 34

Shift Levels (Company) 35

Example 35

Levels 36

How To (Example) 36

Clock Management 37

Handreader (Clock Management) 37

General (Hand Reader) 37

Function Keys (Hand Reader) 38

Lockout Zones (Hand Reader) 38

Alarms (Hand Reader) 39

Configuration (Hand Reader) 39

Acroprint (Clock Management) 40

General (Acroprint) 40

Function (Acroprint) 41

Alarms (Acroprint) 42

Other Clocks (Clock Management) 42

General (Other Clocks) 42

Function Mapping (Other Clocks) 43

Web Clock (Clock Management) 43

General (Web Clock) 43

Function Keys (Web Clock) 43

Calculation Rule Codes 44Add or Edit a Calculation Rule 44

General (Calculation Rule) 46

3 │ © 2016 PeopleGuru, Inc.

Rates (Calculation Rule) 47

Base Rates 47

Labor Distribution Differentials 48

Shift Differentials 48

Billing Allocations 49

Summary 49

Lunch and Break (Calculation Rule) 50

Time Rounding (Calculation Rule) 51

Daily Premium (Calculation Rule) 53

Consecutive Days OT (Calculation Rule) 54

Overtime Progression (Calculation Rule) 54

Accruals (Calculation Rule) 56

More About Accrual Periods 59

About Quarterly Accrual Months 60

Custom Conversions (Calculation Rule) 61

Custom Calculations (Calculation Rule) 63

Holiday Calculations (Calculation Rule) 66

General 66

Holiday Hours 68

Dates 68

Miscellaneous (Calculation Rule) 69

Schedule Management 70Schedule Template 70

Configure: Schedule Template Detail 71

Flex Template (Schedule Management) 72

Potential Template (Schedule Management) 73

Daily Template (Schedule Management) 74

Employee Management 75Employee Profile (Employee Management) 75

General (Employee Profile) 76

Availability (Employee Profile) 77

Rates (Employee Profile) 78

Clocks Assigned (Employee Profile) 78


Biometric Template (Employee Management) 78

Rule History (Employee Profile) 79

Global Changes (Employee Management) 79

User Management 79Roles (User Management) 79

Create and Assign a User 80

General (Users) 82

Employee Association (Users) 82

Timecard Management 82Timecard Editing 83

Timecard Edit Screen (Timecard Editing) 83

Schedule 83

Editing 83

Adding Hours 84

Calculated Hours (Timecard Editing) 85

Exceptions (Timecard Editing) 85

Schedules (Timecard Editing) 85

Notes (Timecard Editing) 85

Accruals (Timecard Editing) 85

Global Changes (Timecard Management) 86

Scheduling (Global Changes) 86

Timecard (Global Changes) 87

Reports in the Time-Only Interface 88Reports 88

Payroll Export Options from TLM 89Payroll Setup (Payroll) 89

Generic Payroll Setup (Payroll) 90

Interface Fields Setup (Generic Payroll Setup) 90

Interface Execution (Payroll) 90

Download (Payroll) 91

Logout Users (Utilities) 91

Messages (Utilities) 91

DB Services (Utilities) 91

5 │ © 2016 PeopleGuru, Inc.

Repolling (Utilities) 92

On Premises (Utilities) 92

Clock Services 92Export Data 93Employee Import 93Raw Data Import 94

Winclock Option 94

Online Raw Punch Import 94

Poll From File 94Accrual Import 95Employee Schedule Import 95Ask 95

Get help from Customer Support 95

Index


Copyright ©2016-2020, PeopleGuru, Inc. All rights reserved.

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. The software 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 PeopleGuru, Inc.

7 │ © 2016-2020 PeopleGuru, Inc.

List of Contents

List of Contents

How ToTimecard Functions 12

Preferences 13

View/Edit/Add/Delete Time for Employees 14

View and Edit 15

PeopleGuru FunctionsNavigating in the TLM 22

Version 8 22

Filters 23Dashboard for Time 23Company Menu 24

Company Guru 25

Company Settings 26Company Menu and TLM Settings 26

Other Settings 26


Other Settings 28


Adding a new Code 28



Examples 29

To Setup Points: 30



Example 33

Cloning 34

Time Management 34

If Not Using Shifts 34



Example 35

Levels 36

How To (Example) 36

TLM Functions Guide

©2016-2020 PeopleGuru, Inc. All rights reserved. │ 8

Clock Management 37

















Calculation Rule Codes 44Add or Edit a Calculation Rule 44



Base Rates 47

Labor Distribution Differentials 48

Shift Differentials 48

Billing Allocations 49

Summary 49







More About Accrual Periods 59

About Quarterly Accrual Months 60




General 66

Holiday Hours 68

TLM Functions Guide


Dates 68


Schedule Management 70Schedule Template 70

Configure: Schedule Template Detail 71




Employee Management 75Employee Profile (Employee Management) 75








User Management 79Roles (User Management) 79

Create and Assign a User 80

General (Users) 82


Timecard Management 82Timecard Editing 83


Schedule 83

Editing 83

Adding Hours 84









Reports in the Time-Only Interface 88Reports 88

Payroll Export Options from TLM 89Payroll Setup (Payroll) 89


TLM Functions Guide










Clock Services 92Export Data 93Employee Import 93Raw Data Import 94

Winclock Option 94

Online Raw Punch Import 94

Poll From File 94Accrual Import 95Employee Schedule Import 95Ask 95

Get help from Customer Support 95

Index

TLM Functions Guide


How To

Timecard Functions 1. "Employee Timecard's Layout" below 2. "Timecard Functions" above 3. "View/Edit/Add/Delete Time for Employees" on page 14 4. Day and/or period signoff 5. Review punches 6. "Exception review and approval" on page 17 7. Minor schedule and auto lunch adjustment (For schedule management, use the Schedules screen.) 8. "Verify calculation rules" on page 19

Employee Timecard's LayoutThe default timecard shows the Week view of the Payroll Calendar (Pay Period or Pay Cycle) and contains: Pay Date, Punch Type, Pay Code, In and Out date and time, Exceptions (Exc), Scheduled In and Out, Lunch settings (Auto Lunch and Lunch Minutes), company-configured Labor, Daily Totals, and Running Totals (see Image 1).

Image 1: Screen Layout of the Employee Time Card

The punches are organized by Pay Date, and the Scheduled In and Out and the Lunch settings show only at the top for each day (Image 2, Schedule and Lunch Section).

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Image 2: Employee Time Card with Scheduled Information and Auto Lunch

Clicking on a punch In or Out time displays the punch date for the corresponding punch (Image 3).

Image 3: Employee Time Card with Punch IN-OUT Information.

PreferencesThe default labor distribution shown on the timecard is configured on a company level by checking the “Display on Time Card” option under Company> Labor Distribution for the appropriate labor distribution record (Image 4).

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Image 4: Preferences for Labor Distribution for Employee Time Card

The Week start day is configured on the Company level under General> Start Day (Image 5).

Image 5: Week Start Day Defined for the Company

View/Edit/Add/Delete Time for EmployeesTime can be entered either by Labor or by Assignments. Assignments are labor shortcuts that can be defined on employee level and used to change a punch from one set of labor to another. Employees can manage their assignments using the Manage Assignments button. They can name their assignments and associate shift rule and labor with it (Image 6). You can think of the Assignments as the Daily Schedule template but for labor and shift rule only.

TLM Functions Guide


Image 6: Manage Assignments for the Employee Time Card

To customize the Timecard display preferences, click on the gear icon on the top right. Here you can also access the timecard reports (Image 7).

Image 7: Timecard Display Preferences per User

On the Timecard preferences you can choose if you want to enter time by Labor or by Assignment. If you choose to enter time by Labor, you can further configure what labor types you wish to be displayed on the timecard. You can also toggle the display of Schedule In and Out and Lunch settings (Image 8). The preferences are saved per user.

Image 8: Timecard Display Preferences Include Time By Labor Distribution or by Assignment

View and EditTo view all labor, shift, and punch details, for a specific record, hover over the “i” icon next to the punch type.

To edit these values, click on the icon (Image 9 and 10)

TLM Functions Guide


Image 9: Hover-Over the "i" Icon for More Information

Image 10: Assignment Overrides

Click on the settings icon for that day to:

add new record for a certain daysave the time for one day onlysign off on a daymark a day as reviewed, or delete all time for a day (Image 11).

Image 11: Action Pulldown on the Employee Timecard

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Exception review and approvalExceptions appear under the Exc column and are described as an icon with the exception code inside. You can hover over an exception for a full exception description, or you can click on it to Approve or Deny the exception (Image 12).

Image 12: Exemption

Approved exceptions will be green.

You can approve all exceptions by clicking the green checkmark icon in the Exceptions column header (Image 13). Be sure to click Save after clicking Approve or Deny.

Image 13: Approving Exemptions

A change in the Timecard will create a red border over the modified field and a red flag for that day indicating there are unsaved changes (Image 14). Click Save, or save the changes for only that day using the day settings menu seen in Image 11.

TLM Functions Guide


Image 14: An Edited Employee Time Card

You can mark records to delete by clicking the trashcan icon on the right side of each record (Image 15). You must click Save to apply the changes.

Image 15

To toggle between Timecard and calculated hours, click on the Show Calculated Hours button (Image 16).

Image 16: "Show Timecard" Button

TLM Functions Guide


Verify calculation rulesTo view all actions performed on a record by the calculation rule, click on the "i" info icon next to the Pay Code (Image 17). This will help you understand what changed for that particular record during the processing of the hours.

Image 17: Comments Compared to Calculation Rule

Totals TabTo view Timecard totals, click on the Totals tab (Image 18)

Image 18: Totals Tab

More: Exceptions, Schedules, Etc.To access the exceptions, schedules or any of the other screens, click on the More tab (Image 19)

TLM Functions Guide


Image 19: Exceptions

Re-EvaluateIf you made a change to a calculation rule or any other setup that effects calculated hours, click on Re-Evaluate to recalculate the Timecard hours (Image 20).

Image 20: Re-Evaluate

Period and weekly totalsPeriod and weekly totals are displayed at the bottom of every week (Image 21).

TLM Functions Guide


Image 21: Totals by Week

TLM Functions Guide


PeopleGuru Functions

Within the Functions portion of this Help system are guides to both setup and use of all functions of PeopleGuru. This includes all aspects of the web based portion of the program.

"Navigating in the TLM" below"Filters" on the next page"Dashboard for Time" on the next page

Navigating in the TLMVersion 8 TLM and HCM portals display with different navigation for the same screen.

Navigating PeopleGuru TLM includes the menu system and hot links on the Dashboard. You can return to the Dashboard by clicking the Dashboard button located in the upper right corner of most screens. From the upper navigation bar in the TLM, you can also do the following:

Access your profile in order to change your password. Access Help. Logout from PeopleGuru TLM.

Version 8In Timecard Management, you can scroll forward or back by week with scrolling arrows – or jump to a specific week by selecting a starting date.

Timecard Management in the HCM

The screen above is the main screen for Timecard Management. This allows you to select the employee timecard you want to edit. There are screens similar to this in many areas of PeopleGuru (i.e. Calculation Rules, Schedules, Accruals, etc.). Once you have made a selection there are additional navigation choices.

Below is a sample Timecard screen for editing. On this screen you can:

Scroll Pay Cycles by clicking the left and right arrows. Scroll through employees, also by using arrows to the left and right of employee name.

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Version 8 TLM and HCM portals display with different navigation for the same screen.If you are in the TLM, search or return to main screen for the area you are in by clicking the magnifying glass. To return to Timecard Management, if you are in the HCM and accessed the Timecard from Timecard Management, click on the screen's close arrow. To search for an employee, you can use the standard search in the upper navigation bar.

FiltersIt is important to understand the use of filters in PeopleGuru. Search Filters are prevalent throughout PeopleGuru. There are some special filters for areas such as Custom Conversions and Custom Calculations, but they all work in a similar fashion.

Dashboard for TimeThe time dashboard is the main screen to launch detailed Time and Attendance setup. From this screen you can navigate PeopleGuru via either the Menu or Hot Links.

On versions 4 .0 and up Supervisor Quick Leave Approval is available.

More information is below.

Administrators may have access to the Customize tab. The Customize tab gives you the ability to change the color scheme of the program by selecting a theme and also upload your own logo. For HCM, instead, your logo is uploaded as part of the implementation process via the Web Logos Setup.

The Supervisor Quick Leave Approval is part of the Benefit Request feature. The Quick Leave Approval will display a limited number of requests on the desktop. The number of requests displayed is configured in the Company setup. All leave requests can be viewed in Employee Management. When requests are waiting to be approved or denied there will be a popup in the lower right corner of the dashboard alerting the user to it. Benefit requests are made by employees using the Web Clock. When a request is approved or denied, the employees will be able to review the status of his/her request through the Web Clock. Time Off Requests display as Transaction Approvals also.

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With Process Status, you can view any processes that were or are running along with the status of the process. In versions 1 through 3, the Process Status link is available to the right of the Alert Messages link.

If a process does not complete, select View Details to the right of the process to view any unfinished processes and the reason.

Company MenuFrom the Company Guru setup screen, Company>Company Guru, 5 areas can be set up.

They are:

General (required) Explanation CodesDefault ExplanationException PointsShift Rules

TLM Functions Guide


Company Guru

Company TLM Settings

Company settings are accessed through the Company menu. This will give you access to setup and maintenance of the following categories:

Company Guru Earning Codes Schedule TemplatesCalculation RulesCalculation GuruValidation Tables

TLM Functions Guide


Company SettingsCompany settings are accessed through the Dashboard with the Company Settings link on the Options menu. This will give you access to setup and maintenance of the following categories:

Company Earning Codes Time Management Clock Management Report Setup

Company Menu and TLM SettingsCompany settings are accessed through the Company menu. This will give you access to setup and maintenance of the following categories:

Earning Codes Schedule TemplatesCalculation RulesCalculation GuruValidation Tables

Other SettingsLabor distribution will be based on the Labor Distribution mapped to up to 4 tiers (Location, Department, Tier 5-8).Minor alerts can be defined with System Notifications.

Company Time SettingsCore time settings are defined for each company.

It is important to select the correct Time Format for your time displays. You can select AM/PM Format or 24 Hour Format (0-23 hours). There is also a selection for total hours. Time can be totaled in minutes or decimal such as hundredths, tenths, or quarter hours.

TLM Functions Guide


Company Time Settings

A few other things to note concerning this screen:

Company: Select the company.Client Identifier: This is the assigned Client Identifier.Time Format: You can select AM/PM Format or 24 Hour Format (0-23 hours). This is how time will be displayed.Total Values Format: Select Minutes or Decimal. Time can be totaled in minutes or decimal such as hundreths, tenths, or quarter hours. Start Day: Choose a day from Sunday to Saturday or a Holiday.Min. to Reject Duplicate Punches: Often set to 5. This is the number of minutes to reject a punch as a duplicate. Web Clock Timeout: Optional. Often set to 5. This is the number of minutes to reject a punch as a duplicate. The maximum is 10.Eliminate Web Clock Pin? By default, the Web Clock requires an employee to enter both an Employee Number and a PIN to login. Selecting this will eliminate the need to enter a PIN. Keep Employee Logged in After Punching? If it's more convenient for an employee to remain logged in after punching, select the checkbox for "Keep Employee Logged in After Punching". Reset Running Totals On - Either reset the running totals based on the pay period or the period OT.

Pay PeriodPeriod OT

Benefit Leave Request Policy

Max. Advance Days Employee can Request for Leave: Enter how far in advance an employee can select days for consideration. Maximum No. of Days to Alert Supervisor for Leave Request: How far in advance does an employee need to request time off?

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Max. Employee Leave Request per Day: What is the maximum number of employees that can be off on a given day? Limit Quick Rollback Request Records: Optional. Enter the maximum number of rollback requests for supervisors. Limit Quick Leave Approval Records: Optional. Enter the maximum number of Leave Requests to appear for supervisors. Regardless of what is entered here, all leave requests can be viewed in Employee Management.

Other SettingsAddress and other information about each company is setup separately on the main Company Codes table.

Labor DistributionPeopleGuru comes with 4 Labor Distribution categories (Cost Center, Department, Job Class, and Task) and an additional 6 User Defined categories. These categories are setup in the installation of the software. This screen allows you to define your Departments, Jobs Classes, etc. under each Labor Distribution field.

Below is a list of all Labor Distribution codes and descriptions. This example show all but the list can be narrowed down by selecting the Labor Distribution category you want to view with the drop-down box marked "Type".

Labor Distribution codes can be Active or Inactive. By default this screen shows Active only. To see something that is Inactive use the drop-down window marked "Status" to select Inactive or All. For instance, if you have a Labor Distribution category setup as Work Order, you can make a Work Order inactive once it is complete. Later you may need to reopen that work order so just select Inactive then change the status to Active.

Scroll down for instructions on adding a new Labor Distribution code.

Adding a new Code

Click the Add button at the lower right corner of the Labor Distribution screen. On the next screen select the Type (Cost Center, Department, etc.), Code, and Description. Click Save.

There are several optional fields for budgeting.

Amount Type: Dollars or Hours Budget Value: The number of dollars or hours budgeted for this Labor Distribution code Threshold Value: The point at which you want to be alerted for potential overages. Time Frame: Is this budget for a weekly or monthly period

Default Explanation (Company)You can select certain exceptions to automatically default to a specific Explanation Code. This is per Company,

In the example below, several exceptions have a Default Explanation Code of NE (No Excuse) attached to them. This Explanation Code can be deleted or changed when editing the time card. For instance, No Excuse can be

TLM Functions Guide


changed to Excused or Car Broke Down which could result in a lesser or zero point value towards disciplinary actions. Even if points aren't being used, it gives you a more accurate view of the employee's work history.

To assign a Default Explanation code, select the code from the drop-down list next to the desired exception.

Select all of the needed ones. Save, and confirm saving.

Default Explanation

Company Exception Points (Company)PeopleGuru can generate Points based on Company Exceptions and Explanation codes, and in some cases based on minutes.

For instance, a point, points, or fraction of a point can be generated for an Absence. A different number of points can be generated for an Absence with an Explanation code attached, such as UE (Unexcused).

ExamplesFor a Late In, points can be generated differently for a Late In, Late In with Explanation Code, and also based on the number of minutes late. In the example below, a Late In of at least 3 minutes with an Explanation Code of NE (No Excuse) generates 0.5 point. A Late In of at least 30 minutes with an Explanation Code of NE (No Excuse) generates 1 point.

Since both the examples below are setup with attached Explanation code, then deleting or changing the Explanation code to one not listed under Points (while editing the Time Card), will cause no points to be generated.

TLM Functions Guide


Company Exception Points: For a Late In by 3 minutes

Company Exception Points: For a Late In by 30 minutes

To Setup Points:Select the Company (required).Company Exception (required): Select the exception. These are pre-definedExplanation (required): Select the Explanation code. Minutes (optional): If time is involved such as with late and early, enter the minimum number of minutes required to get this number of points.Points (required): Enter the number of points to be accrued in the field for "Points".Click save. Confirm that you want to save.

Company Exception Points: For an Early Lunch In

Company Exception Description

EI Early In

LI Late In

EO Early Out

LO Late Out

ELI Early Lunch In

LLI Late Lunch In

ELO Early Lunch Out

LLO Late Lunch Out

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Company Exception Description

SL Short Lunch

LL Long Lunch

SB Short Break

LB Long Break

UI Unscheduled In

UO Unscheduled Out

UL Unscheduled Lunches

UB Unscheduled Breaks

TR Transfer

CB Callback

MR Minor

A Absent

MI Missing In

MO Missing Out

GI Generated Scd In

GO Generated Scd Out

GH Generated Scd Hours

SD Short Day

LD Long Day

SI Split In

SO Split Out

Minor Alerts (Company)Most states have strict rules governing the employment of minors. Minor Alerts will warn you if certain conditions are met or exceeded concerning employees who are Minors. These features are optional and you can use any or all of them.

Greater than X hours in a Day: In the example below X is set to 4 so if any employee works more than 16 hours an alert will be issued.

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Greater than X hours in a Week: In the example below X is set to 20 so if an employee works more than 50 hours in a week an alert will be issued. This is good for controlling overtime.Less than a half hour lunch is scheduled: In many areas it is required that employees get at least 30 minutes lunch. If you check this you will be alerted any time an employee is scheduled for less than 30 minutes.Outside allowable time frame: There may be a situation where employees are not allowed to work certain times of the day. A good example is underage or teenage workers. To use this feature check the box then enter the time frame they are allowed to work.

Timecard Earning CodesTimecard Earning Codes (also known as pay codes, hour types, etc.) are the codes used to categorize the different types of time paid.

Example: REG for Regular; OT for Overtime, HOL for Holiday, VAC for Vacation, etc.

These codes and the description are user-defined. Once defined, the Timecard Earning codes can be assigned to specific Calculation Rules.

Timecard Earning Codes

From the Company menu, access Earning Codes. You will see a list of current Timecard Earning Codes or a blank list (if none have been setup or if your filters exclude those).

To add a new Timecard Earning code, click the Add New Record button.

Adding a Timecard Earning

The Earning Code setup screen will appear.

First enter a code. Example: REG.Next enter a description. Example: Regular

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Enter a Pay Rate Multiplier. Example: 1.0 For most Earning Codes the factor will likely be 1.0. It will vary for some such as 1.5 for Overtime, 2.0 for Doubletime, etc.Display in Worked Hours: Most earning codes are displayed as worked hours so check this box. In some cases, such as Unpaid Leave of Absence or Workman's Comp time, you may want to leave this line unchecked.Exclude Overtime Tiering: By default auto generated earning codes such as Vacation, Holiday, etc., won't be converted to OT even though they may count towards OT. Productive (Worked) Hours convert to OT first. However, there may be a productive earning code you do not want converted to OT, such as Double Time. In that case, check this box.Auto Pay is for those Earning Codes that automatically generate hours for an employee such as Holiday. When an Auto Payment Earning Code is inserted into a schedule, the employee will receive the hours scheduled when that day comes without an Absent transaction occurring. Scroll down for an example setup.

ExampleIn the next example, Holiday is setup.

Auto Pay from schedule is selected.Earnings is set to HOLIDAY.Worked Earnings is set to OTFLSA. This is the Earning code you will receive for hours worked on a Holiday.Worked Pay Method is set to Yes.

As a result, if an employee works on a Holiday they will receive OTFLSA for the hours worked but will also still receive scheduled Holiday hours since Worked Pay Method is Yes. If it was set to No, then only worked hours would be paid. A "No" is more commonly used in conjunction with Timecard Earning codes such as Vacation, Personal, etc.

Another Worked pay Method is Split. When using this method, if an employee is scheduled for 8 hours Vacation but comes in on that day and works 3 hours he will get the remaining 5 hours as Vacation. In other words, it pays the difference between what he worked and what he was scheduled to receive with the Earning Code he was scheduled for.

When done setting up, click Save, and confirm saving.

Example of HOL, Holiday, Timecard Earning Code

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CloningOne other method of setting up a new Earning Code is to use Clone Record instead of Add New Record. This works well when adding a Timecard Earning Code similar to one that already exists. For instance, if you want to add Personal Day which is an Auto Pay code, Worked pay Method is set to No, and Worked Earning Code is REG, then pick a Timecard Earning Code from the list that is set up the same way (i.e., Vacation). View Record. Click on Clone Record.

You then just need to enter the code and description and select the payroll Earnings code. Save, and then confirm saving.

Time ManagementThe function of Time Management is to setup Shifts. Don't mistake Shifts with Schedules. Shifts are usually used for the purpose of Shift Differentials or to see who is available during certain periods of the day.

For example, you can have 3 shifts setup for the day. Typical shifts might be:

Shift 1 7:00 AM to 3:00 PMShift 2 3:00 PM to 11:00 PMShift 3 11:00 PM to 7:00 AM

If an employee has a Schedule of 12:00 PM to 8:00 PM, then she will have 3 hours on shift 1 and 5 hours on shift 2. If a differential rate is being paid for shift 2, then the employee will receive a higher hourly rate for shift 2 than shift 1.

If Not Using ShiftsIt is mandatory to have Shifts setup for Time & Labor Management. If shifts are not being used, then set one up with just one shift from midnight to midnight.

Shift 1 12:00 AM to 12:00 AM

General (Time Management)The main screen of Time Management lists existing Shift Rules. To Add a new one click the Add button at the bottom. You can also select one that already exists and copy it using the Save as Copy button then just make any changes that are needed.

When Add is clicked the Setup screen appears. Fill in all fields with an asterisk.

Shift Rule: Enter a CodeDescription: Name the Shift RulePay Method: This determines what shift or shifts the employee will be credited with if their worked time spans more than one shift. The choices are:

Arrival Time Shift: all time will be paid/credited according to the shift the employee arrived duringDeparture Time Shift: all time will be paid/credited according to the shift the employee left duringDivide by Shifts Worked: time will be paid/credited to all shifts worked, prorated

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Highest Shift Differential: all hours worked will be credited to the shift with the highest differential rateLowest Shift Differential: all hours worked will be credited to the shift with the highest differential rateMajority Hours: all hours worked will be credited to the shift the highest number of hours were worked on

There are several optional fields for budgeting.

Amount Type: Dollars or HoursBudget Value: The number of dollars or hours budgeted for this Labor Distribution codeThreshold Value: The point at which you want to be alerted for potential overagesTime Frame: Is this budget for a weekly or monthly period

Shift Levels (Company)Company menu> Company Guru> Shift Rules> Shift Levels button on the saved Shift Rule

A Shift Rule typically has shift levels.

Shift Levels can be created for all days of the week or a week day, and are defined by shift start and stop times.

A day can be divided into a maximum of 15 shifts. If "All Days" is selected, then the shift levels will be created for all days when you save. After saving, you can change an individual day if needed. There is also an option to designate separate shift levels for Holidays. Holiday is listed as a separate Week Day. The only overlapping allowed is by Begin and End Grace. Shift levels must total 24 hours. As you can see below, shift level 1 begins at 8:00 AM and shift level 3 ends at 8:00 AM.Begin Grace and End Grace (in Minutes) create windows beyond the shift start and stop times that an employee can punch in or out without affecting shift differentials.

ExampleIn the example below, Shift 1 is from 8:00 AM to 4:00 PM. The Begin Grace is 30 minutes and the End Grace is 45 minutes.

Shift Levels Example

In at 7:30 AM: As a result, an employee can punch In as early as 7:30 and it will still be considered Shift 1 regardless of which Pay Method you selected on the Shift Rule. At the end of the day, the employee can Punch Out as late as 45 minutes and still be considered Shift 1.

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In before 7:30 AM: If the employee punches In earlier than 7:30 AM, they will be considered for Shift Differential pay (depending on the Pay Method selected) for Shift 3 from the time they punch In until the 8:00 AM Shift 1 start time. Out after 4:45 PM: If the employee punches Out later than 4:45 PM, then that employee will be considered for Shift Differential pay (depending on the Pay Method selected) for Shift 2 from 4:00 PM until the time they punch Out.

LevelsTo add a level, click on Add Level.To delete a level, click on it's trashcan.Save to keep changes.

How To (Example) 1. Here's how to open the Shift Levels for a Shift Rule:

a. From the Company menu, click on Company Guru. Select the Company. b. Click on “Shift Rule”. c. Click on View Record for an existing record. d. Click on the Shift Levels button.

2. To define the same shifts for all days like the example: a. On the Shift Levels, leave Week Day selection as “All Days”. b. For Shift Level 1, click on “Add Level” then enter:

Begin: 08:00 AMEnd: 04:00 PMBegin Grace (Mins): 30End Grace (Mins): 45

c. For Shift Level 2, click on “Add Level” then enter:Confirm the Begin: 04:00 PMEnd: 12:00 AMBegin Grace (Mins): 30End Grace (Mins): 45

d. For Shift Level 3, click on “Add Level” then enter:Confirm the Begin: Begin: 12:00 AMEnd: 08:00 AMBegin Grace (Mins): 30End Grace (Mins): 45

3. Save. When prompted, confirm saving by clicking Yes.

This creates the same shift levels for all days and no longer shows the "All Days" setup. Select a day to see the current shift levels. Days are Sunday to Saturday and Holiday.

TLM Functions Guide


Shift Levels Example: Select a specific Week Day to see results from saving shift levels for "All Days"

Clock ManagementThis area for defining the clocks that will be used with PeopleGuru including Hand Readers, Badge Readers, or a Web Clock. When setting up, you will define Clock ID, Button Parameters, Communications Options, etc.

Handreader (Clock Management)This area is for setting up the Recognition Systems Hand Readers.

Under Company Settings select Clock Management then Hardware Clocks.

To add a clock click select the model of hand reader from the drop-down list labeled Model.Click Add at the bottom of the screen. This will take you to the General Tab.If you already have a clock and want to add another of the same type and setup you can simply click on the Check Box next to the one already defined then click Save as Copy at the bottom of the screen. This will take you to the General Tab where you can make necessary changes such as IP address.To delete a clock select the check box to the right of the clock then click the Delete button at the bottom of the screen.

General (Hand Reader)As the name of the tab indicates this is for general information about the clock. All fields with an asterisk must be filled in.

Clock ID: A number assigned to the clock in the software to differentiate it from others.Description: User defined. It is simply a way to make it easier to find or select various clocks.Data Terminal Model: The manufacturer model number.Configuration ID: This is the ID number programmed in the clock. For Hand Punches with TCP/IP communications this will be a 0.Clock Serial #: The serial number provided by the manufacturer.MAC Address: The address defined within the firmware of the clock. Many clocks display this on bootup. It can also be found by using an ARP command from a command prompt.Clock IP Address: The network address assigned to this clock. This address must be static.Daylight Savings: This is mostly used with non-network clocks such as those with serial or modem communications. Network clocks can be set to sync with the server so it will change DST with the server.Date Format: Define from the drop-down window in what order you want Month, Date, and Year displayed.Time Format: Select either 12 hour format (AM/PM) or 24 hour format (0-23).

TLM Functions Guide


Time Assigned Transferrables: Under this heading you can assign a Labor Distribution field from one or more categories to the clock. If you assign Department 100 to the clock then anyone punching In on this clock will be transferred to Dept 1 regardless of the department they are assigned to.Enable Enter Key: This will require that employee use the Enter key after keying in information.Time Difference in Minutes Between Server and Clock:

Function Keys (Hand Reader)When setting up time clocks there are numerous buttons you can define including In, Out, Back Lunch, various transfers, etc. This is done from the Details tab.

Select a Function Key from the drop-down menu.From the Select Function download menu select the function to be programmed. For most functions such as punching In or Out nothing else needs to be done so just click Save.

For Transfers it is necessary to not only enter the New Department number but also Employee PIN or Badge ID. This requires 2 levels of prompts. Below is an example of a Department Transfer. To set this up the following steps are required:

Select a Function Key from the drop-down menu.

From the Select Function download menu select the function to be programmed.Click AddFor Level 1 prompt type in the prompt you want displayed at the clockMask Image signifies the maximum number of characters of the input and whether it is numeric or alphanumeric. If the information to be entered is numeric with a maximum of 4 characters then enter 9999 as below. For alphanumeric enter XXXX. For a 9 character alphanumeric enter XXXXXXXXX.Tag Associated with Key- Select the function to be tagged to Level 1 of this transaction. This is a Department Transfer so select Department.Duration- This is for setting a Time Out if the employee doesn't enter information quick enough. Enter the number of seconds.Once done click the Add button again and follow the above steps for Level 2. This time the prompt will be Enter PIN and the Tag is Employee Badge ID. This will associate the Department Transfer to the Employee Badge or PIN.

The Summary Tab gives you an overall view of the Functions that have been setup. To Delete a Function check the box to the left of the function then click Delete at the bottom of the screen.

Lockout Zones (Hand Reader)Some Clocks can be programmed with Lockout Zones. These are Time Zones that are downloaded to the clock which will prevent employees to use the clock during these periods of time. This could force an employee who is tardy to report to a supervisor first in order to Punch In. A zone can be set up for an entire week or individual days. The example below shows a Zone of 6:00 PM until 11:59 PM on Saturday and another for 12:00 AM on Sunday until 6:00 AM on Sunday, effectively locking out employees from punching the clock from 6:00 PM Saturday until 6:00 AM on Sunday.

To add a Lockout Zone:

TLM Functions Guide


Click Add.Select the Zone Number from the Zone drop-down window.Check the days the Zone applies to.Enter a Start #1 time.Enter Stop #1 time. You can continue adding up to 3 more pairs of Stop and Start times.Click Save.

Alarms (Hand Reader)Many clocks have the ability to rings bells, sound horns, or send a signal through a sound system for the purpose of alerting employees to things such as Shift Start and End, Lunch or Break Start and End, etc.

To program Alarm times:

Click AddBell: Select the Alarm number from the Bell drop-down windowDay Columns: Select the Day or Days the signal will soundTime: Enter the time of the Alarm in the Time columnDuration (Secs): Enter the Duration of the SignalSave when done.

Configuration (Hand Reader)The Configuration Tab is primarily for setting up Clock Communications as long as Default Displays. The configuration setup for the Hand Punch is:

Port: Select the Serial Port used for serial (RS232/485) or modem communications or, TCP/IP for network communicationsBaud: Select the Baud Rate for serial or modem communicationsPhone #: Enter the phone number for clock communicating via modemTitle To Be Displayed at Clock: Define a Title such as the Company Name or a LocationGeneral Message to be Displayed at Clock: User defined, can be anything such as Have a Good Day, Happy Holiday, etc. This can be changed for various reasons such as seasonal greetingsCommand Menu Password: The Hand Punch has 5 areas of programming: Service, Setup, Management, Enrollment, Security (Special Enrollment). Enter into these fields the passwords for each area at the clock. Default in the clock is 1 thru 5Threshold Value: When an employee punches In or Out they will receive a score. If the score is above the threshold value then the punch will be rejected. This value can be set from 1 to 200. Recommended is between 125 and 160. Too low a value could result in too many rejections. Too high a value could possibly allow 2 employees with very similar hands to punch for each other.Number of Tries: Indicates the number of times an employee can attempt to punch before he or she is locked outUser ID Length: The maximum number of digits in the employee PIN/Badge ID numbersEnable T/A mode: With Function Keys disabled. all punches will be tagged the same way. the software will determine whether punches are In, Out, etc. based on several parameters such as schedules.

TLM Functions Guide


When done click the Save button.

Acroprint (Clock Management)This area is for setting up the Acroprint ADCT series of Badge Readers.

Under Company Settings select Clock Management then Acroprint.

To add a clock click Add at the bottom of the screen. This will take you to the General Tab. If you already have a clock and want to add another of the same type and setup you can simply click on the Check Box next to the one already defined then click Save as Copy at the bottom of the screen. This will take you to the General Tab where you can make necessary changes such as IP address. To delete a clock select the check box to the right of the clock then click the Delete button at the bottom of the screen.

General (Acroprint)All fields with an * must be completed. Please note, the Profiles Tab is not used and will be eliminated in future versions.

Clock ID: Must match the ID programmed into the clock.Description: This is generally the location of the clock.Clock Serial #: Although this field needs to be completed you can enter any number not already used if the serial number is unknown.Mode of Communication: Select TCP/IP for network, a Commport for serial, or Externally Configured for a modem.Clock IP Address: Enter network IP address. If clock is serial or modem then enter any number (i.e. 1. 1. 1. 1).Port: This is set to 10001 (Default port) If another port is used then it must also be programmed into the clock.Phone#: Phone number used by clock with a modem.Modem Answer Window: when filled in this limits the range of times that a modem will answer. Typically not used.Wait for an Answer: How many minutes for PeopleGuru to wait for an answer before disconnecting.

Badge Security Prefix: Sometimes a badge will have a security code preceding the badge ID. This is unusual but if so, enter that code here.Supervisor Badge Prefix: Sometimes a supervisor badge will have a security code preceding the badge ID. If so, enter that code here.Badge Length: Enter the number of digits of the badges to be read.Maximum Badge Length (Not shown in illustration)- This is the total number of digits on a badge. In addition to the actual badge ID it includes and digits beyond or after the badge ID.Offset Length: Sometimes there are digits at the beginning of a badge number that are not to be read. They can be offset (skipped over) by entering the number of digits here.

Example: A badge may have a number such as 398123459876 where the badge ID is a 5 digit code (12345 in this case) preceded by 3 digits (398 in this case) which are to be ignored and followed with up to 4 more digits (9876 in this case) which are to also be ignored. The badge length would be set to 5, the maximum badge length would be

TLM Functions Guide


set to 9 (badge length plus the following 4 digits) and the offset length is 3. The offset length is not included in the maximum length because the badge length and maximum badge length do not start until after the offset.

Badge Type- Select if the characters are numeric or alphanumeric.Badge Entry Sources: The Acroprint clock can have more than one type of badge reader so select all that apply to the clock you are using. The clock must also be programmed the same way at the clock itself.Display Message Only Once: This is typically checked. When "Badge Swiped" is also selected in the next field then a message will be displayed, when the badge is swiped, that will indicate what function was performed or if another function needs to be entered.Clock Title- Name of clock to be displayed on the clock.Second Line Display: Enter what you want to display under the clock name such as "Have a Nice Day"Try Again Message- This message will display when there is a misread of a badge. Typically "Please Try Again".

We do not offer the fingerprint or access options for this clock so ignore all fields referencing them.

Daylight Savings: Select Standard unless clocks are installed in a location where custom dates are required.Baud Rate: For serial or modem communications select the correct rate. If TCP/IP communications are used then select 9600.Time Format: Select either 12 Hour Format (1-12, AM/PM) or 24 Hour Format (0-23, military time).Data Entry Time: Enter the number of seconds a user has to enter data such as a department or job number.Time Difference in Minutes Between Server and Clock: If the clock is located in a different time zone than the server then enter the difference in minutes here (i.e. 60, -120, etc.)Enable TA Mode: If you do not want to use function buttons (In, Out, etc.) check this box.Terminal Assigned Transferrables: If a clock is to be assigned to one Labor Distribution Center then enter here, otherwise leave blank. For instance, if you assign a department then when an employee punches IN at that clock, they will be automatically assigned to that department for that period of time.

Function (Acroprint)When setting up time clocks there are numerous buttons you can define including In, Out, Back Lunch, various transfers, etc. This is done from the Details tab. The Acroprint ADCT uses all keys as function keys including 0-9, * and #. Most ADCT have an IN button in place of the asterisk and an OUT button in place of the pound sign. When setting up however, use * and #.

Select a Function Key from the drop-down menu.From the Select Function download menu select the function to be programmed. For most functions such as punching In or Out nothing else needs to be done so just click Save.

For Transfers it is necessary to not only enter the New Department number but also Employee PIN or Badge ID. This requires 2 levels of prompts. Below is an example of a Department Transfer. To set this up the following steps are required:

Select a Function Key from the drop-down menu.From the Select Function download menu select the function to be programmed.Click Add

TLM Functions Guide


For Level 1 prompt type in the prompt you want displayed at the clock. In this example the first prompt is Swipe Badge.Source of Input signifies how the data will be entered. S= Swipe (Badge), K= Keyboard, W= Wand, and P= Proximity.Tag Associated with Key: Select the function to be tagged to Level 1 of this transaction. The Tag in this example is Employee Badge IDDuration: This is for setting a Time Out if the employee doesn't enter information quick enough. Enter the number of seconds.Once done click the Add button again and follow the above steps for Level 2. This time the prompt will be Enter Dept # and since this is a Department Transfer the Tag will be Department. This will associate the Department Transfer to the Employee Badge or PIN.

The Summary Tab gives you an overall view of the Functions that have been setup. To Delete a Function check the box to the left of the function then click Delete at the bottom of the screen.

Alarms (Acroprint)Many clocks have the ability to rings bells, sound horns, or send a signal through a sound system for the purpose of alerting employees to things such as Shift Start and End, Lunch or Break Start and End, etc.

To program Alarm times:

Click Add.Bell: Select the Alarm number from the Bell drop-down window.Day Columns: Select the Day or Days the signal will sound.Time: Enter the time of the Alarm in the Time column.Duration (Secs): Enter the Duration of the Signal.Save when done.

Other Clocks (Clock Management)This area is used for setting up clocks for which there is no direct interface but may have 3rd party polling software that can be used.

General (Other Clocks)The "Other Clock" setup is simple.

Clock ID: A number assigned to the clock in the software to differentiate it from others.Description: User defined. It is simply a way to make it easier to find or select various clocks.Data Terminal Model: The manufacturer model number.Clock Serial #: The serial number provided by the manufacturer.Clock IP Address: The network address assigned to this clock. This address must be static.Time Difference in Minutes Between Server and Clock: In most cases this is set to "0". An example of when it isn't is if the clock is located in a different time zone than the server PeopleGuru is installed on.

TLM Functions Guide


Time Assigned Transferrables: Under this heading you can assign a Labor Distribution field from one or more categories to the clock. If you assign Department 100 to the clock then anyone punching In on this clock will be transferred to Dept 1 regardless of the department they are assigned to.

Function Mapping (Other Clocks)Virtually all clocks have punches tagged in the import file based on the type of punch. This is generally a number but can also be a letter. Enter the appropriate tags in the fields below. If keyless (swipe and go) is being used then it may be necessary to put an "N" in each field. This will depend on the model of clock.

Web Clock (Clock Management)"General (Web Clock)" below"Function Keys (Web Clock)" below

General (Web Clock)General (Web Clock) In order to setup the Web Clock you first need to go the General tab and set up the basic information. All fields with asterisks must be completed.

Name and Description: These fields will differentiate it from other clocks on reports.Date Format: Define from the drop-down window in what order you want Month, Date, and Year displayed on the Web Clock.Time Format: Select either 12 hour format (AM/PM) or 24 hour format (0-23) to be displayed on the Web Clock.Title To Be Displayed at Clock: Define a Title such as the Company Name or a Location.General Message to be Displayed at Clock: User defined, can be anything such as Have a Good Day, Happy Holiday, etc. This can be changed for various reasons such as seasonal greetings.

After completing this screen, save then move on to Function Keys.

Function Keys (Web Clock)When setting up the Web Clock there are numerous buttons you can define including In, Out, Back Lunch, various transfers, etc. This is done from the Details tab.

Select a Function Key from the drop-down menu. From the Select Function drop-down menu select the function to be programmed. For most functions such as punching In or Out nothing else needs to be done so just click Save.

For Transfers, it is necessary to not only enter the New Department number but also Employee PIN or Badge ID. This requires 2 levels of prompts. Below is an example of a Department Transfer. To set this up the following steps are required:

Select a Function Key from the drop-down menu.From the Select Function download menu select the function to be programmed.Click Add.For Level 1 prompt type in the prompt you want displayed at the clock

TLM Functions Guide


Mask Image signifies the maximum number of characters of the input and whether it is numeric or alphanumeric. If the information to be entered is numeric with a maximum of 4 characters then enter 9999 as below. For alphanumeric enter XXXX. For a 9 character alphanumeric enter XXXXXXXXX.Tag Associated with Key: Select the function to be tagged to Level 1 of this transaction. This is a Department Transfer so select Department.Duration: This is for setting a Time Out if the employee doesn't enter information quick enough. Enter the number of seconds.Once done click the Add button again and follow the above steps for Level 2. This time the prompt will be Enter PIN and the Tag is Employee Badge ID. This will associate the Department Transfer to the Employee Badge or PIN.

The Summary Tab gives you an overall view of the Functions that have been setup. To Delete a Function check the box to the left of the function then clcik Delete at the bottom of the screen.

Calculation Rule CodesThe Calculation Rule determines how employees hours and benefits will be calculated. Other popular names for calculation rules are Payroll Policy, Pay Rule, etc.

After you have a calculation rule, then that can be refined with up to 15 rule types.

Some of the things that make up the Calculation Rule are Length of Pay Period, Rounding, Overtime Rules, Benefit Accruals, etc. Within the Calculation Rule, there is also a Custom Calculation feature that allows you to create special applications such as Weekend Bonus, Meal Money, etc. Even though many businesses only require one or two Calculation Rules, you can have an unlimited number. They can be defined in various ways such as Hourly, Salaried, Union, Non-Union, Part Time, and Full Time, just to name a few.

Add or Edit a Calculation RuleThe Calculation Rule defines the basic setup for calculation rules. The Calculation Rule Code and other setup for the calculation rule defines how employees hours and benefits will be calculated. Other popular names for calculation rules are Payroll Policy, Pay Rule, etc. Your organization will need one calculation rule per company and pay group combination that's using timekeeping features.

From the Company menu, select Calculation Rules. Click on "Add New Record".

TLM Functions Guide


Calculation Rule Codes

Open Time and Attendance. From the Dashboard, click on Calculation Rule.

To create a new rule as a copy select the checkbox for another rule, and click on Save as Copy. Change the Code and Description, then click on Save.To edit an existing calculation rule, click on its Code Link.

Complete fields as needed then save and then complete other tabs of the calculation rule.

Calculation Rule

Each record will need to be unique by Code name.

Active? By default, a newly added code is Active.Company (required)Code (required). A Calculation Rule Code name can be up to 5 positions long and shouldn't include any spaces or punctuation.Description (required). Describe when to use this Calculation rule or who it is for. A description can be up to 30 positions long and can include spaces.

Pay Cycle

Pay Group (required)Pay Cycle (required). Select whether the pay cycle is Weekly, Bi-Weekly, Semi-Monthly, Monthly, or Custom.Effective Start Date (required): Enter the start date of the first pay period this Calculation Rule will apply to.Day Start Time:

If your day begins at 11:59 PM, then enter 11:59 PM and select "Before Midnight". If your day begins at 11:00 PM, then enter 11:00 PM and select "Before Midnight". If your day begins at 2:00 AM, then enter 2:00 AM and avoid selecting "Before Midnight".

TLM Functions Guide


Before Midnight? If the start time is before midnight, select "Before Midnight". Otherwise, don't select this checkbox.Use Daylight Savings Time?

Length of Day Parameters

Maximum Hours/Day: The number of hours timekeeping will look for an out punch, if the employee doesn't punch out by the end of day.

Example: If this field is set to 18 and an employee punches in at 4:00 PM but hasn't punched out by the day end time of Midnight then timekeeping will continue to look for the Out punch for up to 18 hours after the In punch, or until 10:00 AM the next day.

Separation time between an OUT and subsequent IN Punch to qualify for the next day (in Hours): If an employee punches in on one day then out on the next, a third punch can still be considered part of the same pay day as long as it doesn't exceed the separation time. This is for the benefit of employees coming in before midnight but punching out for lunch or break after midnight.

Example: In at 8:00 PM, Out to Lunch at 1:00 AM, back from Lunch at 1:30 AM, and Out for Day at 6:00 AM. Since the employee came back at 1:30, which is less than the separation of 1 hour, then the employee's day will continue until the next Out punch (6:00 AM).

Earning Code

Select Earning Codes to be associated with this rule (required). Not all of your Timecard Earning codes will necessarily apply to all Calculation Rules, so you select the ones that apply here.

All active Timecard Earnings codes are listed in this section.

Select each Timecard Earning to associate with this calculation rule.

Pay Out Earning Code (required). Select earning code to use to pay out. Distribute OT hours proportionate to the amount of time worked outside of a home or scheduled department. Select Labor for OT Distribution (required). Select which labor distribution(s) to use to distribute overtime hours worked outside the home or scheduled department.Import Accrual Balances? Import Accrual Balances with Forecasting?Ignore Accrual Balance Check?

Save.

The next tab is Rates.

General (Calculation Rule)The General Tab is for the basic setup of the Calculation Rule. All fields with an asterisk must be completed.

Code: Alphanumeric, up to 3 characters.Description: User defined title for the Calculation Rule.

TLM Functions Guide


Pay Cycle: Select Weekly, Bi-Weekly, Semi-Monthly, or Monthly.Effective Start Date: Enter the start date of the first pay period this Calculation Rule will apply to.Day Start Time: Defaults to 11:59. If your day begins at 11:00 PM then enter 11:00 (or 2300 if using 00-23 hours) then in "applies to" select "Before Midnight". If your day begins at 2:00 AM then enter 2:00 AM (or 0200 if using 00-23 hours) then in "applies to" select "After Midnight".Maximum Hours/Day: The number of hours PeopleGuru will look for an out punch if the employee doesn't punch out by the end of day. For example, if this field is set to 18 and an employee punches in at 4:00 PM but hasn't punched out by the day end time of Midnight then PeopleGuru will continue to look for the Out punch for up to 18 hours after the In punch, or until 10:00 AM the next day.Separation: If an employee punches in on one day then out on the next, a third punch can still be considered part of the same pay day as long as it doesn't exceed the Separation time.This is for the benefit of employees coming in before midnight but punching out for lunch or break after midnight (ex.- In at 8:00 PM, Out to Lunch at 1:00 AM, back from Lunch at 1:30 AM, and Out for Day at 6:00 AM). Since the employee came back at 1:30 which is less than the separation of 1 hour then his day will continue until the next Out punch (6:00 AM).Select Earning Codes: Not all of your Earning Codes will necessarily apply to all Calculation Rules so you select the ones that apply here. In the example below, since this is a Calculation Rule for Hourly Employees then Sal/Salary and SW/Salary Worked are not selected.

The next tab is Rates.

Rates (Calculation Rule)A default hourly Rate of Pay can be entered in the Calculation Rule. This will apply to all employees on this Calculation Rule. A rate entered in the Employee's Profile will override the rate in here.

Base RatesJust enter the rate then select an effective date. This a good feature for updating rates for groups of employees who all receive the same hourly rate, such as employees who are part of a union contract.

TLM Functions Guide


If you have access to save, there is a Save to List button.

Enter the Base Rate, select an Effective Date, and click on Save to List.

Labor Distribution DifferentialsBy selecting the Labor Distribution Differentials tab, you can apply Differential Rates to various Labor Distribution Types such as Cost Centers, Departments, etc. This will override any Shift Labor Distribution Differentials that may be setup in the Company Setup. On the other hand, any differential rates entered here will be overridden by differentials entered at the Employee level in Employee Management.

Shift DifferentialsTo setup Shift Differentials, click the Shift Differentials tab, and enter the values. This will override any Shift Differentials that may be setup in the Company Setup. On the other hand, any differential rates entered here will be overridden by differentials entered at the Employee level in Employee Management.

TLM Functions Guide


If you can save a change, a Save button is at the bottom of the screen.

Billing AllocationsOn the Billing Allocations tab you can split, by percentage, the labor of the employees to the budgets of various Labor Distribution fields.

SummaryThe final tab, Summary, gives you an overview of the setup of all tabs under Rates.

TLM Functions Guide


The next tab is Lunch and Break.

Lunch and Break (Calculation Rule)This screen is for the setup of Automatic Lunch deductions for employees who do not punch in or out for lunch. Rules for Paid and Unpaid Lunches and Breaks are also setup here. The policies apply per Calculation Rule.

Auto Lunch

Earning Codes that count towards Auto Lunch: Select the Earning Codes that will count towards the number of minutes needed for an automatic lunch deduction.Minutes to Work to qualify for an Auto Lunch: Enter the minimum minutes an employee needs to work in order to have an Auto Lunch deducted. The Auto lunch will be deducted only if no Lunch punches exist. You can have up to 3 Auto Lunches per day: 1st Lunch, 2nd Lunch, and 3rd Lunch.

Pay Lunch

Earning Code Paid for Lunches: If you have Paid Lunches then select the Earning Code from the drop-down list. If lunches are not paid then select "Do not Pay".Pay for Long Lunches? If you pay for lunches that go beyond their scheduled minutes then mark this checkbox.Consecutive Time for Auto Lunch Deduction: In the example below, 360 minutes are required for an Auto Lunch deduction. If this time must be consecutive then mark this checkbox.

Consecutive Time for Auto Lunch Deduction

Time Must be Consecutive? If time must be consecutive for auto-lunch deductions, select this checkbox.Non-Consecutive Minutes: This is the maximum number of minutes an employee can be punched out without breaking Consecutive Minutes.

Breaks

Earning Code paid for Breaks: Select the Earning Code for Paid/Punched breaks. If breaks are not paid select "Do Not Pay".Pay Long Breaks: If you pay for breaks that go beyond their scheduled minutes then check this box.

TLM Functions Guide


The next tab is Time Rounding.

Time Rounding (Calculation Rule)This screen covers Punch Rounding and Grace Periods for In and Out punches, lunches, breaks, etc. Daily and Weekly net rounding can also be defined. These policies apply per Calculation Rule.

Grace

On the screen below, Grace applies to the employee's scheduled start and stop times and also lunch and break lengths. In his example, assume an employee is scheduled to work from 8:00 AM to 4:30 PM with a 30 minute lunch.

Early In for Day: This is set to 15 so if the employee punches In between 7:45 and 7:59 their time will be calculated as of 8:00 and will not be flagged as Early. If they punch in prior to 7:45 they will be flagged as Early In.Late In for Day: In this example it is set to 3 so if the employee comes in as late as 8:03 AM they will be paid as of 8:00 AM and will not be flagged as late. Any punch after 8:03 AM, the employee will be flagged as Late In and will be docked (assuming Late Ins are not set to "Pay to Schedule".Early Out for Day: When set to 3 the employee will be paid until 4:30 PM from 4:27 AM and will not be flagged for leaving early. Any punch prior to 4:27 PM, the employee will be flagged as Early Out and will be docked (assuming early Outs are not set to "Pay to Schedule".Late Out for Day: This is set to 15 so if the employee punches Out between 4:30 and 4:45 their time will be calculated as of 4:30 and will not be flagged as Late. If they punch out after 4:45 they will be flagged as Late Out.Short Lunch: If an employee is scheduled for a 30 minute lunch and this is set to 29, an employee can punch back in one minute after punching out and will not be flagged for punching back in early. The In punch will be rounded up to scheduled minutes so all 30 minutes will be deducted. If this is set to 15 then a pair of lunch punches spanning less than 15 minutes will be flagged as a Short LunchLong Lunch: This is a grace for employees coming back late from lunch. The example is set to 3 so an employee can come back after 33 minutes without being flagged. Any minutes beyond 33 will be considered late and will be docked.Short Break and Long Break: Break Grace follows the same rules as the Lunch Grace above.

TLM Functions Guide


In/Out Rounding

In/Out Rounding applies to punches that are not at scheduled times and do not fall within Grace Periods. Again, assume a schedule of 8:00 AM to 4:30 PM with a 30 minute lunch and Grace Periods as in the screen above. Using Early In as an example:

Approval Required: If this is checked then punches prior to the scheduled In time and also before the early In Grace will be paid to schedule (8:00 AM) If approved on the Time Card Edit screen it will then pay according to the setting in Schedules/Break Point.Schedules/Break Point: If set to Schedules then the punch will round to the Schedule time regardless of whether it is approved or not. This selection is used often for salaried workers. If set to Break Point then Break Point rounding will occur based on how you have it defined.Mins: The number of minutes until Break Point Rounding occurs. In this case since there is a 15 minute Early In Grace so Break Point Rounding will be set to 16 and apply to all punches early by 16 minutes or more.Rounding Unit: If you pay by the quarter hour then set this to 15. If you pay by the tenth of an hour then set to 6, minute to minute set to 1, etc.Break Point Minutes: This determines at what point the time rounds forward. In this example it is set to 8 so punches from 1 to 7 minutes after the hour, half hour, or quarter hour will round back and minutes from 8 through 14 will round forward. This is the most common scenario (7 minute rule).Level 2: Break point Rounding can be applied at 2 levels. For instance, you may want to round differently for punches that are at least 300 minutes or 5 hours early so that would be defined under level 2

All other late and early punches are set up the same way. For a Rounding Unit of 15, to round all punches forward for the entire time segment then the break point would be 1. To round back an entire Rounding Unit, the break point would be 15. Unscheduled In's and Out's, Callbacks, and Transfers can only round to break point since there is no schedule to reference them to.

Fixed lunches, those that are defined with a specific start and stop time, follow the same rounding rules as above.

TLM Functions Guide


If an employee has a fixed lunch of 12:00 PM to 12:30 PM they are considered late if the come back after 12:30 PM or the grace period, if any, even if they didn't go to lunch until 12:15 PM. Since many employees go to lunch when they get the opportunity, PeopleGuru also has Flex Lunches and Breaks. In this scenario the time the employee leaves and returns is not important. Exceptions are based simply on how long an employee was to lunch or break. Break Point Rounding below applies to the duration of the lunch, assuming a 30 minute lunch:

Short Lunch: The Rounding Unit is set to 30 and the Break Point to 1. If an employee punches out then back in one minute later, then due to the Break Point of 1 all Short Lunches of 1 minute to 29 minutes will round forward to the Rounding Unit of 30. If you are also using a Short Lunch Grace as noted earlier then the lunch will not be flagged with an exception. Long Lunch: In the example the Rounding Unit is set to 15 and the Break Point to 7. This will result in a Lunch of 31 to 36 minutes to round back to 30 and a lunch of 37 to 44 minutes to round to 45. Lunches that are even longer will follow the same Rounding Rule. Short Break and Long Break: Break rounding follows the same logic and is set up they same way as lunch. Net Rounding: Instead of rounding punches, you can round total hours at the end of a day or pay period. The same Break Point Rounding applies.

The next tab is Daily Premium.

Daily Premium (Calculation Rule)In addition to paying overtime based of the number of hours worked, such as over 40 hours a week or 8 hours a day, some companies have Premium Days. These are days that pay a Premium Rate regardless of how many hours an employee has worked. These policies apply per Calculation Rule.

To set up a Premium Day:

1. Earning Code: Select the Earning Code for that day. 2. Start When: This defaults to Midnight. If your Pay day begins at 11:00 PM, select Early for Start When. If you Pay

Day begins after Midnight then select Late for Start When. 3. Minutes: If your day starts at any time other than Midnight, then select the number of minutes Early or Late

your day begins. If your day begins at 11:00 PM and you selected Early for Start When, then enter 60 in Minutes.

The next tab is Consec. Days.

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Consecutive Days OT (Calculation Rule)Consecutive Day Overtime is a rule that is used to determine overtime based on consecutive days worked regardless of hours worked or premium days. These policies apply per Calculation Rule.

Setup:

Min Cons. Day Hours: This is the minimum number of hours that need to be worked in a day to be considered a consecutive day. The example below is set to 6 so if an employee works less than 6 on any given day, the consecutive day string will be brokenMin. for Progressed Day: A Progressed Day is a day you are receiving Consecutive Day Overtime. This is set to 4. As a result, if a Calculation Rule is set, as below. that the 6th day will be considered for Consecutive Day Overtime then he or she will have to work 6 hours minimum a day for the first 5 days then on the 6th when they are qualified for overtime they will have work a minimum of 4 hours.When to Reset: By selecting "Never" the overtime will continue until the string of consecutive days is broken or the daily minimum hours isn't met. You can also use the drop down menu to select a day for Consecutive Day Overtime to reset.Earning Codes that count towards Consecutive Day: Select the Earning Codes that will apply to this type of overtime. For example, assume Regular and Overtime are selected and Sick time is not. If an employee works 4 hours of Regular then goes home sick taking 4 hours of Sick time, they will not meet the 6 minimum hours needed to count towards Consecutive Days. If it happens on the 6th day or later, which is a Progressed Day, then, based on the setup below, they will meet the minimum of 4 hours to collect overtime for that dayProgression: The number entered here will be the day that will be the first to be considered overtime. Also select the Earning Code to be payed. The example below shows the 6th day will be the first overtime day. You can also set up other levels. For instance overtime begins on the 6th consecutive day and doubletime on the 10th consecutive day.

The next tab is OT Prog.

Overtime Progression (Calculation Rule)The most common types of overtime are Daily and Weekly. These two types are setup here along with Early In and Late Out (before and after schedule). These policies apply per Calculation Rule.

The first tab is Early In Late Out. The purpose of this type of overtime is to pay premium time for any hours before or after an employee's scheduled hours. You can set this to include all hours outside the schedule or those that are early or late by more than a certain number of minutes such as 300. In the example below, any time prior to the start time by more than 15 minutes will be paid with the Earning Code of OT and any hours after the employee's scheduled out time will also be paid with the earning Code of OT.

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Daily Overtime can be set for each individual day instead of the daily overtime rule applying to all days equally. The advantage of this is that some companies do not necessarily work the same number of hours each day. For example, a company can schedule employees for 9 hours a day Monday through Thursday and 4 hours on Friday. On the screen below you can set the daily overtime to 9 for Monday through Thursday and 4 on Friday. In this example however, the Daily Overtime is set to Over 8 hours per day.

All Day: If Daily Overtime is the same everyday then just select All Day. If not, then select the day you want to set upLevels: Select the level of overtime. Typically, Overtime (time and a half) is level 1 and Doubletime is level 2. However, you can define your levels to meet your policies.After: Enter the number of hours an employee must work to qualify for Daily OvertimeEarning Code: From the drop-down window select the Earning Code to be paid.Exclude Earning Codes for Daily Overtime: Select all Earning Codes that will not count towards Daily Overtime

The most common type of overtime is Weekly or Period. Typically, companies pay overtime over 40 hours a week but in the healthcare industry over 80 hours every two weeks is permitted. The example below is set to Weekly over 40 Hours. You can also set up a Level 2 to pay another Earning Code after a higher number of hours such as 60.

Starting Day: Select the day of the week to start a new overtime periodWhen to Reset: Select the time period for the overtime (example: Weekly, Bi-Weekly, etc.)Hours/After: Enter the number of hours an employee must work to qualify for Period Overtime. If, as mentioned above, another Earning Code is paid after a higher number of hours the also fill in the second lineEarning Code/Progress To: From the drop-down list select the Earning Code to be paidExclude Earning Codes for Period Overtime: Select all Earning Codes that will not count towards Daily Overtime

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The next tab is Accruals.

Accruals (Calculation Rule)There are many ways for businesses to Accrue benefit hours. PeopleGuru has a very flexible setup screen to cover virtually all possible scenarios. The main screen on the Accrual tab shows a list of current Accrual Rules. These policies apply per Calculation Rule.

To add a new accrual click the Add button at the bottom of the screen. The Accrual's General tab will appear.

The Accrual's General tab is for basic information for the benefit accrual.

Code: Enter a user defined code for the accrual you are setting up. In this example it is PTO for Paid Time Off.Description: Enter the full name or description of the accrual.Accrual Reset: Select Fiscal or Anniversary Date. If Fiscal is selected, then in the Start Date window, enter the start of your current fiscal year. If Anniversary is selected, then each employee's accrual will be updated based on their hire date.Earning Code to Subtract from the Balance: Check the Earning Code (or codes) that will subtract from the accrual balance when taken.Earning Codes Count Towards Accrual: Typically, most Earning Codes will count.

Example: If you are accruing monthly and an employee takes 2 weeks of PTO during a certain month, they will usually continue to accrue new time during those two weeks. It is possible that some company policies may be different. If this weren't the case, then long term employees who accrue more time off a year would have less time to accrue new hours. Another example is when a company is accruing based on a percentage of

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the number of hours worked. In this case they may include any Earning Codes that count towards the normal 40 hours work week (regular, vacation, Holiday, etc.) but not include overtime hours. When an accrual is based on a period such as yearly, quarterly, monthly, then it may not, in most cases, consider hours worked or Earning Codes. An employee may get 80 hours a year or 20 hours a quarter regardless of how many hours they work or what Earning Codes they are paid by. In this case just select all Earning Codes.

Once the accrual is defined on the General tab, you will go to the Accrual Level tab. Here you set up hours to accrue based on each level of employment. To create a level, click the Add button at the bottom of this screen and it will take you to a setup screen. Meanwhile, if an existing level needs to be edited, you can select the level from the Months Employed column.

On the Accrual Level setup screen set up the accrual as follows:

Months Employed: Select the number of months of employment required for this accrual level. In this example 12 was selected. It shows "thru 59" because another level has been set up for 60 months. There is also a level set up for 0 to 11 months.Accrue During Probation: Check if employees accrue during probation periods.

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Description: Enter a description of this accrual level.Year: Select Current Year or Next Year. Current Year is generally for benefit time that accrues continuously such as weekly, monthly, quarterly. These types of accruals can also be done for Next Year but it isn't common. A Yearly accrual (select 12 months for Accrual period) can only be done for Next Year.Accrual Method: Select All, None, or Prorated. Assume you are accruing weekly. An employee is scheduled for 5 days, 40 hours but only worked 4 days and a total number of hours of 32 for the week. Selecting "All" will give the full accrual for the week. Selecting "None" will give no accrual for the week since minimum hours were not met. "Prorate" will give a prorated accrual based on the percentage of hours workedAccrue By: Enter the amount of the accrual for the update period. If an employee accrues 80 hours at this level and has an update period of 12 months then enter 80.00, for quarterly enter 20.00, etc. In the example below the update period is weekly (selected as 7 Days in Accrual Period) so the "Accrue By" is 1.5385 Hours. You can also select a percentage instead of hours if you accrue based on a percentage of hours workedAccrual Period: this can be Hours, Days, or Months. For a week select 7 Days as below. A year would be selected as 12 months, quarterly as 3 months etc.Start Accrual From: This applies to a monthly accrual. Select the day of the month each month's accrual will beginMax Accrual by Year: In the example below Accrue By is set to 1.5385 hours each day. This will not necessarily come out exactly to 80.00 hours for the year. It is recommended, that when using decimals, that you select an amount that will be slightly higher by a fraction of an hour to prevent an employee from being short changed. Since Max Accrual by Year is set to 80.00 the employee will not accrue more than thatMax Accumulation per Year (Including Carry Forward): Enter the maximum hours an employee can have accrued based on a total of current year accruals and carry forwards from previous year. Assume an employee has carried forward 80.00 hours and can accrue for the current year a maximum of 80.00 hours (accruing 1.5385 hours per week). If the employee has a Max Accumulation per Year (Including Carry Forward) of 120 hours then, assuming he doesn't take any time, he will stop accruing for the current year once his total accrual reaches 120.00 hours. As soon as the employee takes some time he will start accruing againInclude Adjustment Amounts? Accrual balances can be adjusted if incorrect. If the adjusted amounts entered are to be included in Max Accumulation per Year, then check this boxMaximum Carryover: Enter the maximum number of unused hours an employee can carry forward from the previous accrual yearExpires After: If Carry Forward days must be taken within a certain amount of time enter the number of days hereMaximum Negative Accrual: When accruing on an ongoing basis, as in weekly in the example below, it takes a certain amount of time to accrue enough time to take a day, week, etc. As a result companies typically allow employees to take days in advance based on expected accruals for the year. In this field enter the maximum number of negative hours an employee can haveMin. Worked Days: Enter the minimum number of days an employee must work in an accrual period to get an accrual. If the number of days doesn't apply, leave blankMin. Hours in a Day: Enter the minimum hours needed to be considered a Worked Day. If the number of hours doesn't apply, leave blankPayout: Check if you payout unused hours at the end of an accrual yearAmount Value: Select Hours or Dollars. In the box to the right enter the maximum hours or dollars that can be paid out

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Earning Code: Select the earning Code that will be used to pay out the unused hours. Typically it is the one associated with the Accrual Rule

On the next screen is an example of a Yearly Accrual for Next Year. Since the entire number of days accrued become available on the first day of the next fiscal year, there is no need for negative accruals.

More About Accrual PeriodsFor accrual periods, "Hour(s)" is based on worked hours, while the other accrual periods are based on calendar Days, Months, Quarters, or Pay Period.

Accruals by Month or Pay Period will all be based on the calendar days for the month or pay period.Accruing by the day can be based on calendar days. However, If daily accruals are based on a percentage of hours worked, then any days without worked hours will have an accrual of 0.00.

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Accrual Period How it Accrues

Hour(s) Hours is based on worked hours.

If you were to accrue by “hour”, it would be by the day's calendar hours and accrue the first day (daily), but only would accrue for hours worked.

So, if they did not have any hours worked, it would accrue zero.If they have hours worked, they accrue based on hours worked.

Day(s) This is based on calendar days.

When NOT a percentage of hours worked: It would again be based on calendar days and would accrue on the very first day of the period regardless of when I started to work. When a percentage of hours worked: If it is a Daily Accrual based on a Percentage of Hours Worked, then the accrual would still occur, but it would accrue zero because a percentage of 0 is still 0.

For example, if I look at calendar days then you will get accrual on days that you did not work (for example, if someone didn't work Saturday and Sunday).

Month(s)

This is based on calendar month(s).

If I am set to accrue 10 hours every 1 Month and if my accrual starts 01/01/2018, but I don’t have any worked hours until 02/01/2018, do I still accrue those 10 hours?

Yes. If I accrue every month, then on the first of the month, every month, I would get my accrual (depending on the other setup).

Pay Period

This is based on the calendar pay period.

For Pay Period, it pays the accrual at the first day of the next pay period.

Quarter This is based on the calendar year and quarters within years.

Quarterly accrual months of employment are per year and not per month.

Accrual Periods

About Quarterly Accrual MonthsQuarterly accrual months of employment are per year and not per month like the other accruals. For example:

Year when the employee was hired is hire year and will use months of employment 0-11The next year is year 1 so it will use months of employment 12-23The next year is year 2 so it will use months of employment 24-35Etc.

When using Quarterly accruals you can choose which quarters to pay accrual and which quarters to exclude from accruals (including the quarter of the rule date (hire date). Here is an example for how to setup accruing each quarter except the hire date quarter (UNPD rule for hire year).

The next tab is Custom Conversions.

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Custom Conversions (Calculation Rule)This feature gives you the ability to convert various items under certain conditions. By using filters you can select who the Conversion applies to and under what conditions. These policies apply per Calculation Rule.

To create a Conversion, first click the "Add" button on the main Custom Conversion tab.

Below is the main setup screen.

In this example. a Conversion will be set up to change the earning Code from CB (Callback) to DT (Doubletime) for a maintenance employee who is called in on an emergency on 3rd shift. Any other time they will receive the scheduled CB (Callback) Earning Code.

The Earning Code field has been selected to be changed to Overtime by checking the box next to Earning Code and selecting Overtime from the drop-down box. Next, notice there are 2 filters at the upper right hand corner:, Home Filters and Hours Filters. Scroll down for filter selections.

The Home Filter will select who the Conversion applies to.

Since this conversion applies to facilities' employees, do the following:

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Click Department (H) on the left side. the (H) represents Home or Assigned Department. If this conversion must match this filter along with other filters then select Match All Filter from the drop-down box at the upper right hand corner. If this is the only Home Filter being used then Match All Filter or match Any Filter can be used. Recommended is Match All.Finally, select the Facilities Department by checking the box next to it. Now all employees assigned to the Maintenance Department are selected.

The next step is to set up Hours Filters.

Since this conversion applies to CB (Callback) Hours on Shift 3, there are 2 Hour Filters to set up. Since both conditions must be met, it is important to make sure Match All Filters is selected for each. (Match Any Filter will not apply here.) To set up this filter, do the following:

From the Hours Filter screen click Earning Codes on the left side.From the drop-down box select Match All Filter.Select CB Callback by checking the box next to it.Next, from the Hours Filter screen click Shifts on the left side.From the drop-down box select Match All Filter.Select Shift 3 by checking the box next to it.

Now, all employees in the Facilities Department who punch in for a Callback (Earning Code CB) on Shift 3 will have their Earning Code of CB converted to OT and receive Overtime (OT) instead.

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The next tab is Custom Calculations.

Custom Calculations (Calculation Rule)This feature gives you the ability to create additional hours, dollars, bonuses for selected employees who meet certain criteria. These policies apply per Calculation Rule.

Scenario: Pay a Full Week for Working at Least 24 Hours Over a Weekend

One example of a Custom Calculation is to pay a Nurse a full week (40 hours) for working at least 24 hours over a weekend. This can be accomplished by:

Home Filter: Select Department then Nursing.Hour Filters: Select Day Restrictions then highlight Saturday and Sunday.Time Frame: Weekly.Hours/Dollars: Hours.Maximum Hours: Enter the maximum hours the employee can receive. This will be worked hours and bonus hours combined.Hours: Enter 16.Must Work Minimum Number of Hours must be checked.Apply Filters to Minimum Hours must be checked so only Saturday and Sundays hours will apply.Period: Enter 24 hours.

Now an employee in Nursing department who works a total of 24 hours over a weekend will receive a an additional 16 hours for a full weeks pay.

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Scenario: Pay a Dollar Amount for Meal Money

Another scenario is to pay a dollar amount. This sample scenario describes the setup to pay $7.50 a day Meal Money for any employee who works at least 10 hours in that day. The example below will show the setup to pay $7.50 a day Meal Money for any employee who works at least 10 hours in that day. On the General tab of the Custom Calculation, enter a user-defined code and description for the Custom Calculation. Click Save, and you will go to the Criteria tab.

On the Criteria screen the setup is:

Condition: Enter a Condition number. Multiple conditions can be applied to the Calculation.Description: Enter a description of the Calculation.Earning Code: Select the Earning Code to be paid for this calculation. In this scenario it will be MM-Meal Money.Cost Center/Department/Job Classification/Task: These will default to None. If the Calculation is to apply to a different Labor Distribution center than the employee's Home assignments then select it for these and any other Labor Distribution categories here with the drop-down box.Shift: This will default to Shift 1. If the Calculation is to apply to a different Shift than the employee's assigned shift then select it here with the drop-down boxTime Frame: Select the time frames this will apply. The choices are Hourly, Daily, Weekly, and Period (Pay Period). Meal money will be paid on any day exceeding 10 hours so Daily is selected.Hours/Dollars: Since this Custom Calculation will pay a dollar amount, Dollars is selected.Max Hours: Used when adding hours. In this scenario Dollars is selected so this field is grayed out.Dollars: Enter the amount to be paid. If Hours were selected in previous field then this field would be labeled Hours.Must Work All Scheduled Days: If an employee must work all scheduled days then check here. In this scenario it is not required.Must Work All Scheduled Hours: If this is checked then an employee who is scheduled to work 8 hours from 9:00 to 5:00 not only has to work 8 hours to qualify but must also work the entire time frame (9:00 to 5:00) that they were scheduled to work. In this scenario it is not required. If the employee needs to work beyond the scheduled hours then enter the amount of additional hours on the next line.Must Work Scheduled Amount of Hours: If this is checked then an employee who is scheduled to work 8 hours from 9:00 to 5:00 only has to work 8 hours to qualify and doesn't have to work the entire time frame (9:00 to

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5:00) that they were scheduled to work. The 8 hours can be at any time, inside or outside of schedule or split. In this scenario it is not required. If the employee needs to work beyond the scheduled hours then enter the amount of additional hours on the next line.Must Work Minimum Hours: This is selected if a minimum number of hours must be worked to qualify for the Custom Calculation. This does not take into consideration scheduled days or hours. This can be set for as few or many hours as necessary. In this scenario Minimum Hours are being used so it is checkedApply Filters to Minimum Hours: When this is checked what are considered to be minimum hours will be determined by filter selections.Daily/Weekly/Period: In the appropriate field enter the minimum number of hours needed to qualify for the Custom Calculation. In this case an employees will receive Meal Money on any day they work at least 10 hours so 10.00 is entered into Daily.Source of Minimum Hours: The default is All Hours Count. From the drop-down menu you can also select Early In Hours Only, Late Out Hours Only, or In Schedule Hours.

In this scenario, the Meal Money is available to all employees on any day, so no filters are needed.

Filters for Other Custom Calculations

Typical filter setup is for Home Filters and Hour Filters, which are often used for other Custom Calculations.

Below are typical filter setup screens for Home Filters and Hour Filters, which may be used for other Custom Calculations.

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The next tab is Holiday Calculation.

Holiday Calculations (Calculation Rule)Within a Calculation Rule, Holidays can be set up. The Holiday Calculation is very flexible can be created to cover virtually any scenario. For instance full time employees may receive 8 hours on a Holiday while part time can receive holiday hours based on average hours worked.

GeneralTo set up Holiday Calculations start with the General tab and enter the following:

General

Holiday Code: Enter a alphanumeric code for this calculation.Description: Enter the description of the Holiday.Pay by: Select Calendar Date or Pay Date..Calculation Pay Method: From the drop-down list select Flat Hours, Scheduled Hours, or Average Hours. If Flat Hours is selected, the employee will receive the number of hours designated for that holiday on the Dates tab. If Scheduled Hours is selected the employee will receive Holiday hours based the number of hours he or she would have normally been scheduled for that day. If Average Hours is selected, the employee will receive Holiday hours based on the average number of hours worked for a specific period of time designated in the Average Hours Period box.Average Hours Period: If Average Hours is selected, enter the number of previous days that will be used to calculate average hours.Shift to Pay: With this feature, a Holiday can be paid to the scheduled shift for an employee, or based on the Shift table assigned to the employee, or can be forced to pay at a particular shift such as always Shift 1. This is useful when using Shift Differentials.

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Max Hours to Pay: When paying Holidays based on scheduled hours a maximum hours that can be paid is entered here. If 10 is entered, then an employee who is scheduled to work 12 hours will receive 10 hours of Holiday pay.

Birthday

[Birthday] Earning Code to Pay: If your company's policy is to give employees a holiday on their birthday, then select the Earning Code to pay from the drop-down box.Hours to Pay: Enter the number of hours to pay for a Birthday Holiday.

Day Before/After Qualification

Day Before/After Qualification: Many companies require that an employee work the scheduled day before and/or after the holiday in order to receive Holiday pay. There is also a check box if it is required that employees work their scheduled number of hours. If an employee needs to work both the scheduled day before and the scheduled day after then select both.

Probation

Verify Probation: Check here if an employee does not receive Holidays during probation.Probation Period: Enter the number of days for a Probation Period.Minimum Hours in a Day: Enter the minimum hours needed to work (if any) for a day to count towards Probation.Earning Code.

Schedule

Pay Holiday when the Day is Scheduled OFF in the Employee Scheduled: Check this box if employees are to receive Holiday pay even if they are scheduled offMin. Scheduled Hours: If an employee has to be scheduled ON to receive Holiday pay then enter the minimum number of Scheduled Hours required here.Must work the day of the holiday if they are scheduled on that day: If an employee must work the day of a holiday if they are scheduled on that day, mark this box. * Must all scheduled hours: If an employee must work all scheduled hours on the day of a holiday if they are scheduled on that day, mark this box.

Pay in Addition to Holiday Auto Time

Earning Codes paid during Holiday: If an employee can receive other types of pay (other than Regular, Overtime, etc) then check it here. For instance, if you select Vacation then it would be possible to receive both Holiday and Vacation pay on the same day. Typically these are left unchecked.

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Holiday HoursOn the Holiday Hours tab, select the Start and Stop of the Holiday. It defaults to Midnight to Midnight. The example below is common for healthcare where a day typically goes from 11:00 PM to 11:00 PM. It is set to Start Early by 60 minutes (11:00 PM) and Stop Early by 60 minutes (11:00 PM).

DatesOn the Dates tab, enter the dates of the Holidays.

Date: Select the date from the drop down calendar.Description: Enter the name of the Holiday.Earning Code: Select the Earning Code for this Holiday.Hours: If "Flat Hours" was selected on the Holiday Calculations/General screen then enter the number of hours to be given the employees here.Save to List: Click this button the save the Holiday.

To edit any Holiday on the list, click the Holiday name in the Description column then edit below.

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The next tab is Misc.

Miscellaneous (Calculation Rule)

Auto Generate

By checking Auto Generate you can automatically generate several items for all employees on this Calculation Rule. This includes:

All In/Out Punches: Automatically inserts all scheduled in and out punches into the time cards of employees who do not punch such as salaried workers or employees who do not report in.All Missing In/Out Punches: Automatically inserts missing punches based on scheduled time for all employees who miss a punch.Break/Lunch Punches: Automatically inserts scheduled lunch and/or break punches into the time card of employees who do not punch for lunch and/or break.Scheduled Hours: Automatically inserts scheduled hours into the time cards of employees who do not punch.Scheduled Hours with Single Punch: Automatically inserts scheduled hours into the time cards of employees who punch at least one time during the day.

Split Hours

By checking Split Hours you can divide hours for one shift onto two different days or pay period.

End of Day: When this is selected an employee's hours will be split at the day divide (typically midnight) between 2 different days if the In punch is before the end of the day and the Out punch is after the end of the day. For instance if the day is set to change at mignight and an employee works from 6:00 PM on Tuesday until 2:00 AM on Wednesday then the employee will receive 6 hours for Tuesday and 2 hours for Wednesday.End of Pay Period: When this is selected an employee's hours will be split at the day divide (typically midnight) on the last day of the pay period only, between 2 different days (pay periods) if the In punch is before the end of the last day day and the Out punch is after the end of the last day.

Miscellaneous

Daylight Savings Time: Check if Daylight Savings Time is being used.Standby Pay Rate: Enter the rate to be paid while an employee is on Standby or On Call status.Callback Earning Code: Select the Earning Code to pay for Callback time such as being called in at night for an emergency.Minimum Hours to be Paid for Callback: Enter the minimum hours an employee will be paid for an unscheduled Callback.

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Conditional Time Adjustment

Precedence for Conversions: If there is more than one Calculated Conversion for this calculation Rule then select the order in which the Calculated Conversions are to be executed.

Tier of Benefit Accruals

Tier of Benefit Approvals will setup an order of how benefit accruals will be used. This is useful for extended leave such as FMLA. Employees out on FMLA will first use up benefit hours in the order selected here before using FMLA

Schedule ManagementIn Schedule Management, there are four different types of schedules that can be setup.

Schedule Template: This is the most common type of schedule. It is a Master Schedule that can be applied to one or a group of employees.Flex Template: Flex Schedules are set up the same way as Master Schedules. The difference is there are no Start or Stop times, but instead there is a core period an employee must work along with a minimum number of hours.Potential Template: For employees who change schedules often. Potential Schedules may be needed. It is a list of all the schedules an employee can work. When an employee punches In and Out, PeopleGuru will compare the punch times to the list of schedule and determine which on the employee worked on that day. All exceptions will be based on this determination.Daily Template: Daily templates are useful for modifying an employee's schedule for individual days.

Schedule TemplateThe Schedule Template is for creating employee Master Schedules. This can also be used for Daily, Flex, and Potential Schedules.

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The listing shows schedules that are already created. When setting up the schedule, you can assign it to a particular Calculation Rule.

There are two ways to add a new schedule.

To create a new schedule from scratch, use "Add New Record":Click the Add Record button.Fill in required fields and save.You can then configure the schedule.

If you are creating a schedule that is similar to an existing schedule, view that schedule, then click on "Clone" :Open the schedule to be copied from.Click the Clone button. On the next screen, give it a different Code, and modify where necessary.Fill in required fields and save.You can then configure the schedule.

Scroll down for details.

Schedule Template Listing

Below is a setup screen. To create a schedule:

Calculation Rule (required): Select the calculation rule.Code: Enter a Code # for this Schedule.Description: Enter a Description for this schedule.Type: Choose a Type: Available types include: Daily, Flex, Master, and Potential.Start Date: Select the earliest start date for this Schedule.

Save the schedule template.

Once the first day is created you can continue creating each day the same way, or you can use Clone.

In the example below, once the first day is done, view that day, then click Clone and save 6 times. This will create a 7 day schedule. At this point, just modify as needed. For instance if the first day was an Off day then all days will also be Off using Save as Copy. Just toggle the days that are to be On from Off to On in the On/Off column. Save when done.

Configure: Schedule Template DetailTo configure the schedule, click on the Configure button.

Schedule Template: Select the Schedule Template.Pay Date: On the first day, this will default to the Start Date for the schedule.

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Work: Select whether this is an ON day by selecting the Work checkbox.Earning Code: Select the Timecard Earning Code to be paid for this day.Shift: Select the Shift rule that applies to this schedule.

Scheduled Time

Start Time 1: Enter the starting time for that day.Stop Time 1: Enter the stop time for that day. If you have Split Shifts then there are 2 more pairs of Starts and Stops that can be used.Standby Start Time: If the employee is scheduled for Standby or On Call time, enter the Start time here.Standby Stop Time: If the employee is scheduled for Standby or On Call time, enter the Stop time here.

Lunch and Breaks

Lunch Minutes: Enter the length of the lunch in minutes.Auto Lunch? Select for Automatic Lunch Deductions.Lunch Start Time: For fixed or scheduled lunches enter the start time. If lunches are flexible then leave this blank.# of Breaks: If employees have to punch In and Out for breaks then enter the number of breaks allowed here.Break Minutes: If employees have to punch In and Out for breaks then enter the number minutes allowed for Break.

Labor Distribution

Location, Department, Tier 3-8: If Home Labor Distribution centers are not being used but instead will be scheduled, enter them in the appropriate spaces.

Save and confirm saving.

Flex Template (Schedule Management)Flex Schedules are set up the same way as Master Schedules The difference is there are no Start or Stop times but instead there is a Core Period an employee must work along with a minimum number of hours.

Note: When using Flex Schedules it is necessary to also assign a Schedule Template (Master Schedule). The Master Schedule should be open with no Start or Stop times. Also, items such an Auto Lunch, Lunch Minutes, etc. should be set up in the Open Schedule.

On the screen below is a list of schedules already created. When setting up the schedule you can assign it to a particular Calculation Rule or to all. There are two ways to add a new schedule.

If you are creating a schedule that is the same or very similar to an existing schedule:

Check the box to the right of the schedule to be copied from.Click the Save as Copy button On he next screen give it a Code and modify where necessary.

To create a new schedule from scratch:

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Click the Add button.Fill out the setup screen as needed.

The sample Flex Schedule below requires an employee work from 9:00 AM until 3:00 PM but must also work at leat 8 hours. As a result, am employee can come in and leave whenever he or she wants as long as they are there by 9:00 AM and do not leave until at least 3:00 PM.

Below is a setup screen. To create a schedule:

Code: Enter a Code # for this Schedule.Description: Enter a Description for this Schedule.Start Date: Select the earliest start date for this schedule.Select Calculation Rule: Select the individual Calculation Rule or select All.S No: Schedule Number, this will be in numerical order starting with day 1.Date: On the first day this will default to the Start Date above.On/Off: Select whether this is an On or Off day.E. Code: Enter the Earning Code to be paid for this day.Core Start: Enter the Start time for the Core period the employee must work that day.Core Stop: Enter the Stop time for the Core period the employee must work that day.Min Hours to Work: Enter the minimum hours an employee must work to avoid a Short Day exception.Shift Rule: Select the Shift Rule that applies to this schedule.Auto Lunch: Select Yes or No to Automatic Lunch Deductions.Lunch Start: For fixed or scheduled lunches enter the start time. If lunches are flexible then leave this blank.Lunch Mins: Enter the length of the lunch in minutes.No Breaks: If employees have to punch In and Out for breaks then enter the number of breaks allowed here.Break Minutes: If employees have to punch In and Out for breaks then enter the number minutes allowed for Break.Cost Center, Departments, etc.: If Home Labor Distribution centers are not being used but instead will be scheduled, enter them in the appropriate spaces.

Once the first day is created you can continue creating each day that way or you can use Save as Copy. In the example below once the first day is done, check the box to the left of that day then click save as Copy 6 times. This will create a 7 day schedule. At this point, just modify as needed. For instance if the first day was an Off day the all days will be so just toggle the days that are to be On form Off to On in the On/Off column. Save when done.

Potential Template (Schedule Management)Sometimes employees schedules do not follow a set pattern making scheduling more difficult. A Potential is a list of all the schedules an employee can "potentially" work. When an employee punches In and Out, PeopleGuru will compare the punch times to the list of schedule and determine which on the employee worked on that day. All exceptions will be based on this determination. Nursing is a good example for Potential Schedules. Nurses typically rotate through 3 shifts, 7:00 AM to 3:00 PM, 3:00 PM to 11:00 PM, and 11:00 PM to 7:00 AM. A Potential Schedule with those 3 Start and Stop times would satisfy scheduling for them.

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Note: When using Potential Schedules it is necessary to also assign a Schedule Template (Master Schedule). The master Schedule should be open with no Start or Stop times. Also, items such an Auto Lunch, Lunch Minutes, etc. should be set up in the Open Schedule.





Scroll down for details.

On the Setup screen of a Potential Schedule:

Code: Enter a Code # for this Schedule.Description: Enter a Description for this Schedule.Select Calculation Rule: Select the individual Calculation Rule this schedule applies to or select All.Click Add.S No: Enter the first Schedule number.Start Time: Enter the Start Time for this schedule.Stop Time: Enter the Stop Time for this schedule.Lunch Minutes: Enter the Lunch Minutes for this schedule.Click Add, and start entering the next Potential Start and Stop times. Enter as many Potential start and stop times as needed.

Daily Template (Schedule Management)Daily templates are useful for modifying an employee's schedule for individual days. They are setup similar to Master Schedules. The difference is that they are not marked for any particular date. As a result they can be plugged into an employee's schedule as needed. The Daily Template not only can be set up for worked schedules such as 8:00 AM to 4:30 PM of Regular time but also can be designed for benefit days such as 8 hours Vacation, Personal, etc. The first illustration will show you a mix of different daily Templates created.

There are two ways to add a new Daily Template.





TLM Functions Guide


Below is an example of a Daily Template for 8 hours of Personal time. It is set for 9:00 AM to 5:00 PM with no lunch to account for 8 hours. When setting up a Daily Template for benefit days such as Personal the Start and Stop time aren't usually important as long as they add up to the correct number of hours.

Code: Enter a Code # for this Schedule.Description: Enter a Description for this Schedule.Select Calculation Rule: Select the individual Calculation Rule or select All.S No: Schedule Number, this will be in numerical order starting with day 1.E. Code: Enter the earning Code to be paid for this day.Start#1: Enter the starting time for that day.Stop#1: Enter the stop time for that day. If you have Split Shifts then there are 2 more pairs of Starts and Stops that can be used.Standby On: If the employee is scheduled for Standby or On Call time, enter the start time here.Standby Off: If the employee is scheduled for Standby or On Call time, enter the stop time here.Shift Rule: Select the Shift Rule that applies to this schedule.Auto Lunch: Select Yes or No to Automatic Lunch Deductions.Lunch Start: For fixed or scheduled lunches enter the start time. If lunches are flexible then leave this blank.Lunch Mins: Enter the length of the lunch in minutes.No Breaks: If employees have to punch In and Out for breaks then enter the number of breaks allowed here.Break Minutes: If employees have to punch In and Out for breaks then enter the number minutes allowed for Break.Cost Center, Departments, etc.: If Home Labor Distribution centers are not being used but instead will be scheduled, enter them in the appropriate spaces.

Employee ManagementEmployee Management is for setting and maintaining Employee records. Records include general information about the employee along with assigned Calculation Rule and Schedules.

The TLM profile also includes optional User Defined Fields, basic Human Resource capabilities and an area for globally making changes to employee records.

The first tab on the TLM Employee Profile is the General tab.

Tip: In Version 8 HCM-TLM most entries for employees, such as the employee name, are managed on the Employee Master record, which includes a Time and Attendance tab and theAdditional Information tab for any customized additional fields.

Employee Profile (Employee Management)Below is the main screen for Employee Profile.

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Note: In Version 8 HCM-TLM and Version 7 TLM integration, most actions should be completed from the HCM instead of the Employee Management profile.

From the Employee Management's Employee profile listing, you can:

Add a new Employee by clicking the Add button.

Consider a new hire instead.

Copy an existing Employee to a new Employee which can then be modified by checking the box to the right of the Employee to be copied then clicking the Save as Copy button.

Consider a company transfer instead.

Delete an Employee by checking the box to the right of the Employee to be deleted then clicking the Delete button.

Consider a processing a termination instead.

Edit or Modify an Employee by clicking the link to the Employee in the Emp Code column.

Consider whether to make a change on the Employee Master record instead.

Information for setup of individual tabs is available on the screens in this section.

General (Employee Profile)To set up an Employee, the fields with asterisks are mandatory. Complete the following:

Last Name: Enter the last name of the employeeMI: Enter the middle initial of the employeeFirst Name: Enter the first name of the employeeEmployee ID: Unique ID assigned by the company. In many cases this is the same as the Employee Payroll #Employee Payroll #: This is a unique number used in your Payroll software or by your Payroll ServiceHire Date: Select the hire date from the drop-down calendarProbation for Accruals: The number or Probation days (if any) before an employee starts accruing benefit hoursBirth Date: Select the birth date from the drop-down calendarP.I.N: This is the employee PIN or Badge ID for punching In and Out

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Email ID: The employee's email addressAlt Email ID: Enter a backup Email address if usedPass to Payroll: Check if this employee's hours will be transferred to a payroll systemPayroll Interface: Select the Payroll interface that is assigned to this employee. In PeopleGuru you can interface to multiple payroll companiesManager: Check if this employee has access to a clock's Manager functions

Continuing with the General page setup:

Calculation Rule: Select from the drop-down list the Calculation Rule that will be assigned to the employeeStart Date: Enter the date the Calculation Rule will become effective. When setting up a new employee this will generally be the same as the hire date or prior. When changing to a new Calculation Rule select the date you want the change to take placeSchedule Template: Select from the drop-down list the Schedule Template (Master Schedule) that will be assigned to the employee. To the right enter the date the Schedule Template will become effective. All employees must have a Schedule Template. If you are assigning Flex or Potential Schedules then assign the employee a Schedule Template with no Stop or Stop times, but include all other information (i.e Shift and Lunch)Flex Template: If using Flexible Schedules, select from the drop-down list the Flex Template that will be assigned to the employee. To the right enter the date the Flex Template will become effectivePotential Template: If using Potential Schedules, select from the drop-down list the Potential Template that will be assigned to the employee. To the right enter the date the Potential Template will become effectiveHome Labor Distribution: For each Labor Distribution category, select the employee's assigned or home center for each from the drop-down boxesClick Save when done. You will be automatically directed to the next page of the Employee Profile setup

Availability (Employee Profile)PeopleGuru has the ability to track when an employee is available to work. This includes hours available during both scheduled and unscheduled times. This is an advantage for Global Scheduling. For instance, if an employee calls out sick, Availability allows a Manager to filter by categories such as Departments, Job Class, Day of the Week, Range of Time that needs to be filled, etc., to generate a list of employees who may be available for work.

Days: This column is a list of days an employee can work.Begin 1: The start time of the range of time an employee is available.End 1: The stop time of the range of time an employee is available. Up to 3 different ranges of time can be set up for a particular day in the event an employee's Availability isn't continuous. Please Note: If an employee is available all 24 hours of a day a dash will appear in each column.Delete: To delete a day, check the box to the right then click Delete.

To setup Availability:

Day: Select the Day available. The choices are "All days", individual days (Sunday through Saturday), and Holiday.Any Time: If an employee is available all 24 hours of the day, check this box.Begin: If an employee is available for a range of time (up to three time periods) enter the start times in the Begin columns.

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End: If an employee is available for a range of time (up to three time periods) enter the stop times in the End columns.Labor Distribution Type: Select the Labor Distribution Centers available to work for each Labor Distribution categories. If none are selected the employee will be selected by Home assignments.Save to List: When setup for the day is complete click Save to List. It will then appear on the list above.

Rates (Employee Profile)Rates of Pay can be setup in two areas in PeopleGuru, Calculation Rule and Employee Profile. Differential Rates can be setup in the same two areas along with Company setup. If setup in the Calculation Rule it will apply to all employees on that Calculation Rule. Differential Rates setup in the Company Setup will apply to all employees in the company. On this screen Rates of Pay and Differential Rates can be setup for an individual employee. This will supersede, for this employee, any Rates of Pay and Differential Rates set up in the Calculation Rule or Company Setup.

Simply enter the rate then select an effective date then Save to List. A history of rates will be maintained above.

By selecting the Labor Distribution Differentials tab, you can apply Differential Rates to various Labor Distribution Types such as Cost Centers, Departments, etc. This will override any Shift Labor Distribution Differentials that may be setup in the Company Setup or Calculation Rule.

To setup Shift Differentials, click the Shift Differential Tab and enter the values. This will override any Shift Differentials that may be setup in the Company Setup or Calculation Rule.

On the Billing Allocations Tab, you can split, by percentage, the labor of the employees to the budgets of various Labor Distribution Fields. This will override any Shift Differentials that may be setup in the Calculation Rule.

The final tab, Summary, gives you an overview of the setup of all tabs under Rates.

Clocks Assigned (Employee Profile)The purpose of this screen is to assign to an employee the clocks he or she can use. If left blank, the employee will be able to use all clocks. Select the clock to be assigned from the drop-down list, then click Assign Clocks.

Biometric Template (Employee Management)Biometric Clocks such as the Recognition Systems line of Hand Readers store a biometric template to be compared to an employee's hand when the employee punches In or Out. A copy of these templates are also stored in PeopleGuru. The template can then be downloaded to another biometric reader eliminating the need to enroll an employee at each assigned clock. A list of the templates uploaded from each clock appears on this screen. The information for the template includes the Clock ID, Template Type, Template ID, Threshold. Timezone, and Authority.

An employee can be given a certain level of security for accessing the programming area at the clock. This is useful for instance for a supervisor who needs to be able to enroll employee's hands at the clock.

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Rule History (Employee Profile)Over a period of time you may have a reason to change an employee's Calculation Rule. This screen displays a History of the employee's assigned Calculation Rules along with the begin and end dates. Since PeopleGuru has an open database it is necessary to keep this history. If for any reason a User needs to go into an old pay period to do a recalculation, it will be done based on the Calculation Rule that was in effect at that time.

Global Changes (Employee Management)If a change or changes to the Employee Profile of multiple employees is necessary, it can be accomplished under Global Changes.

On the first screen, select the employee records to be edited.

On the Global Employee Changes screen, select the changes to be made. In the example below Cost Center is checked and a new Cost Center is selected from the drop-down box to the right. When save is clicked, all employees selected, will have the Home Cost center in their Employee Profile reset to the one selected on this screen.

User ManagementThe purpose of User Management is to first set up Roles or Profiles that can be assigned to Users who access the software. In other words you are setting up permissions for various groups of Users. The second purpose of this section is to set up Users and assign Roles to them.

This applies to time-specific roles that aren't accessed through the HCM.

For HCM-TLM roles, and HCM roles, user management is via the System User Detail.More about HCM-TLM roles is described in TLM Navigation.

Roles (User Management)Roles are profiles or policies for different types of Users. These Roles can be set up in an unlimited number of ways from users who have full rights to those who may only be allowed to Login to run one particular report. Below is the main screen for Roles. From this screen, you can:

Add a new Role by clicking the Add button.Copy an existing Role to a new Role which can then be modified by checking the box to the right of the Role to be copied then clicking the Save as Copy button.Delete a Role by checking the box to the right of the Role to be deleted then clicking the Delete button.Edit or Modify a Role by clicking the link to the Role in the name column.

Once you select Add, Save as Copy, or click the link to a specific Role, it can be set up or modified on the screen below.

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Name: Enter the Name for this Role. This name acts as the code name for this role.

Note: If you're creating a time Role that's also part of a PeopleGuru HCM Version 8 implementation, the Name of the timekeeping Role must match the corresponding HCM Security Role's Code in the PeopleGuru HCM. An HCM Security Role is (a) the Group that is assigned per System User Detail and is overridden if there is a (b) Web Security Group selected on the HCM Web Role that a user accesses.

Description: Enter the description for this Role.Permissions: Check the categories that this Role will apply to. Please keep in mind that many categories have subcategories. Click the + sign to view themSave when done.

Example of an EMPLOYEE role that corresponds to an HCM Web Security Group:

Create and Assign a User 1. From your Time & Labor dashboard, click on User Management. 2. In User Management, click on Users.

3. Review the available users and choose a user with the same access that you want the new user to have. Checkmark that user.

4. At the bottom of the screen, click on the Save as a Copy button. After this saves successfully, this opens the General tab for the user.

5. On the General tab for the user, change at lest the first three values: a. Name: Because you will later assign this value based on the name, define the user name with a value that

you will recognize as being for the employee who will have this "User" assigned.

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b. Login ID c. Password d. Optionally, change additional values including:

a. Selecting auto-quit on time out and consider restricting the number of inactive minutes to 15. b. Optionally, define the user's email in Email ID, and enter a cell phone in Mobile No. c. Password Settings: For password settings, optionally allow Password Sign-Off. Decrease the

number of days for a password to expire to match your organization's security requirements, and require longer amounts of time for passwords to be allowed to repeat, reduce the number of attempts, and set a number of days to notify about the password expiring.

d. Confirm the selected hot link group e. Confirm whether "Allow Supervisor Dashboard Notification" is marked. Often it is.

6. Save. After you save, the tab for Employee Association displays. 7. Access: Next, for Employee Association,define the filters for who the user will be able to access. Use the sub-tabs

to identify who the user will be able to view. a. From the Filter Options in the upper right, select a fitter.

"Match All Filter" is the most popular filtering option because it applies all of the criteria that you will select. However, "Match Any Filter" will give you the option to use the existing Labor Distributions to filter and to also add additional employees.

b. On the Labor Distribution tab, click on a labor distribution title, and then select the checkboxes for the needed ones and save.

c. Optionally, continue for any other filters as needed. d. If you are using "Match Any", you may want to continue and add more employees by clicking on the

button to Associate More Employees. Type in search criteria and click on Search. Checkmark the employee to include, then click on the button to Associate.

Tip: When you select to use the Employee there, you are adding more employees for this user to see. For example, if I am unable to add everyone I need by using "Match All" and selecting a group of departments, jobs, or Cost Centers because there will be a conflict no mater how I try to do it, then, instead of "Match All", I could use "Match Any" and select Department 10 – 25. Because John Doe is in Department 100, but I still want this user to be able to see John Doe, I could add to the filter using Employee and Associate John Doe, or John and Jane Doe, and as many others. With "Match Any" I would be able to see the Last Name "Does" and everyone in Department 10-25.

8. Assign Someone as the New User: Click on the Dashboard option, then click on Employee Management. Search for the employee. (Type the values that you know, and then click on Search). This opens the Employee Profile's General tab. On the Employee Profile's General tab:

a. For managers and others with higher-level access, select the Manager checkbox. b. In the Security User field, select the new user.

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c. Save.

Note: Only currently unassigned users are available for selection.

Suggest that Managers update their credentials after initial login as part of your organizations typical security procedures.

General (Users)To set up a User the fields with asterisks are mandatory. Complete the following:

User Name: The name of the User Login IDPassword: The password for the user must be a minimum of 6 characters, alphanumericStatus: This defaults to Active but can also be Inactive, Expired (when using expiration days), or Violation (when a violation has occurred during a sessionSecurity Roles: Select the Role assigned to this UserAuto Quit on Time Out: When checked this will force a logout after a certain amount of inactivityInactive Minutes: Enter the number of Inactive Minutes needed to Auto Quit on Time OutEmail ID: Email address of UserAllow Password Sign Off: This gives the User the ability to sign off when his or her responsibilities for processing payroll is completePassword Expires After: Enter the number of days before a password needs to be resetPassword Repeat Term: This is the number of consecutive times the same password may be used when resettingMaximum Password Retries Allowed: The number of times a User can unsuccessfully try logging in before he or she is locked out resulting in a violation. A violation can be reset by another User with the proper permissions in UtilitiesHot Link Group: Assign a group of predefined Hot Links to the User

You can limit which employees, departments, etc. a User can have access to on the Employee Association screen.

Employee Association (Users)Besides assigning Roles to Users, you can select who the Users will have access to on the Employee Association screen. This will filter by Labor Distribution assignments, Calculation Rules, Schedules, Individual Employees, or Other (i.e. Hire Dates, Active or Inactive Employees). To Utilize this filter you must first select Match Any Filter or Match All Filters (If more than one filter needs to be satisfied).

Timecard ManagementThe primary purpose of Timecard Management is the editing of Timecards. Also, you can view and edit individual Schedules, Exceptions, Hours, Benefit Accruals, and also keep Notes on an employee.

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Timecard EditingFor more about the timecard, there are topics specifically for employees and for managers.

Employee Time Card: Employee Time CardsManager Time Card: Employee Time Cards and TimecardsTime Card: "Timecard Functions" on page 12

Timecard Edit Screen (Timecard Editing)The Timecard tab opens the Timecard edit screen.

This screen is accessed via the Timecard Management main screen by clicking an employee's name or hours for a particular day.

On the example below, several items are circled. Explanations of these items are listed at the bottom of the image. This example shows 2 days expanded.

Editing can be done per item by clicking the cell to be edited then entering correct information.

ScheduleThe Schedule Bar displays information from the employee's assigned schedule and includes:

Status: When the punches or hours for that particular day have been marked as Reviewed a Star symbol will appear herePay Date: Pay Date of the scheduleSch. Hrs: The number of hours scheduled on this dayWrkd. Hrs: The number of hours to be paid for this day based on punches and/or generated or inserted hoursRunning Total: The number of hours worked for the week or pay period (Not shown on picture below)Start#1: Displays the Start time for this day. PeopleGuru allows for split shifts (maximum of 3). Use Start#2 and Start#3 if neededStop#1: Displays the Stop time for this dayAuto Lunch: This is Yes or No depending on whether the employee will have lunch automatically deducted in the absence of lunch punchesLunch Minutes: The number of minutes scheduled for lunch

The schedule can be quickly changed for an individual day on the Schedule Bar. It will result in a reevaluation of any exceptions. For example, if an employee is scheduled In at 8:00 AM but is asked to come in at 7:00 AM the punch will have an "Early In" exception. The exception can either be approved on the line of the punch or the schedule can be modified to a Start time of 7:00 AM by clicking on the Start box and changing it. PeopleGuru will then reevaluate the Timecard and eliminate the exception based on the new Start time. Schedules can also be modified by clicking the Schedule tab.

EditingThe most common way to edit the Timecard is with cell editing. Cell editing can be used either for adding missing items or changing what is already there. On the screen below there is a Missing Out punch. Using cell editing:

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Click on the space in the Punch Type column of the missing transaction and select the Punch Type, in this case Out.Next, either tab to or click on Punch Date, then Punch Time filling in the correct information.

Note: Even though the Pay Date in this case is 8/1/2007, if the Out punch occurred after midnight then the Punch Date would be 8/2/2007.

Back from Lunch and Back from Break punches are entered the same way. When entering an In punch it is also required to enter the Earning Code to be paid for that day or segment of timeIf you are setup not to pay Early Ins or Late Outs unless approved (Pay to Schedule in the Calculation Rule), you can approve by clicking the red circled explanation mark indicating an exception (Item #6 on the screen above). It will be replaced by an approved symbol (Item #5 on the screen above). The early or late time will now be paid based on Break Point Rounding as set up in the Calculation RuleIf an exception is not to be approved but you want to remove the asterisk from view on the main Timecard Management screen then simply click the R (Item #4 on the screen above) on that day's record to indicate Review Complete for that day. A Star will then appear in the status box for that day and also in the weekly grid for that day on the main Timecard Management screen.

Note: There can also be additional columns to the right of Exceptions for whatever labor Didtribution categories that are to viewed (if any).

Adding HoursIn many cases you may want to change an Absent to a benefit day. On an Absent day nothing is filled in except the Exception. Notice on the screen above the final day has an Absent transaction. The screen below shows the result of changing it.

Punch Type: Click in cell and select Hours.Punch Date: It should default to the correct date. If not select the date.Punch Time is not used.Earning Code: Select the Earning Code to be used such as Vacation, Personal, Sick, etc.Amount: Enter the number of hours to pay.

Another method of editing or adding a transaction is by opening a separate edit screen, as shown below. The advantage to this is that there are more options to edit such as Explanation Code, Labor Distribution Transfers, etc. This screen can be accessed a couple of ways.

First: If editing a transaction including an Absence, (reference the screen above). To the left of the transaction there is a box with an arrow and pencil. Initially it is blank. By clicking the symbol appears. Then click again and an edit screen (shown below) will pop up.Second: You can also open this window by clicking the "Add New Punch" button at the bottom of the screen. If adding a transaction to a day that was scheduled "Off" and currently has no transactions, this is the only method to open the screen.

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Calculated Hours (Timecard Editing)The Calculated Hours screen provides more details than the Timecard Edit screen concerning the hours earned. The information viewed is based on transactions and edits in the Timecard screen. No editing is done on this screen. The purpose of the Calculated Hours screen is to not only display Hours per Day as on the Timecard Edit screen, but also categorizes Hours by Earning Code, Pay Factor, Rates (Base, Differentials, Total Gross, etc.) and also breaks down hours based on Labor Distribution and Shifts.

As on the Timecard screen, days can be expanded or collapsed as needed. As you can see, all information is viewed on a daily basis. To view period detail totals go to the bottom of the screen and click Earning Code Details, Shift Details, or Labor Distribution Details.

Exceptions (Timecard Editing)The Exceptions screen provides more details than the Timecard Edit screen concerning exceptions. The information viewed is based on transactions and edits in the Timecard screen. Editing of Explanation Codes can be done on this screen. Click on the Explanation Code or space if blank, then select an Explanation Code from the drop-down list.

Also in addition to approving exceptions on the Timecard screen you can, instead, approve exceptions on this screen. Check the box to the left of each exception to be approved then click the Approve button at the bottom of the screen.

Schedules (Timecard Editing)The Schedules screen provides more details than the Timecard Edit screen concerning schedules. On this screen, you can edit schedules for a particular day in the same manner as on the Timecard screen. You can, however, click twice on the box at the left end of a day schedule to open a more detailed edit screen. On the Schedule Detail screen (see second image) any field associated with the schedule can be edited.

Notes (Timecard Editing)The Note screen enables you to select a date then enter information about the employee. This is very flexible and can be used for almost any purpose. Some examples are requests for time off, excuses for lateness, absence, etc., and discipline actions. Once the date is selected and text is entered into the Notes window, click the Save to List button. It can be reopened for reading or editing by clicking the date of the Note in the NoteDate column of the Note list.

Accruals (Timecard Editing)The accrual screen will show all accrual balances for an employee. This is helpful when adding a benefit day during Timecard editing. On this screen, you can see whether or not the employee has enough time available. If the balance in incorrect, it can be adjusted in the Available column. Click in the cell, and edit the amount.

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Accrual Rule: The name of the accrual as defined in the Calculation Rule.Accrual Year: Begin and End Dates for the current accrual year. This can be based on fiscal or anniversary year.Pay Period Begin Available: The number of hours available at the beginning of the pay period. This includes all Committed and Uncommitted hours.Pay Period End Available: The number of hours available at the end of the pay period.Total Hours: Total of all hours, both available and taken for the accrual year Taken Hours - Number of hours taken so far this accrual year.Uncommitted Hours: The number of hours available that have not yet been scheduled.Committed Hours: The number of hours that have been scheduled but not yet taken.Adjusted Hours: When editing the Available Hours the amount they are adjusted by will appear here.Carried Hours: The number of hours carried forward from a previous accrual year.Current Year Earned Hours: If accruing for the current year, the number of hours accrued so far will appear here.Next Year Earned Hours: If accruing for next year, the number of hours accrued so far will appear hereLast Updated Date: This will be the start date of the last accrual update of hours. This will change with each update period (annually, monthly weekly, etc.).

During a week when there is activity there will be a + to the left of the line where the activity occurred. By clicking the + you will get a drop down showing the activity (new accrual, time taken, adjustments to balance, etc.)

Adjustments can be made at the bottom of the screen. Select the date of the adjustment, the accrual rule, the enter the number of hours to be added or subtracted. If subtracting, preface the amount with a minus sign.

Global Changes (Timecard Management)Global Changes enables you to make a change to multiple employees at the same time. This is similar to the Global Changes in Employee Management which is used to create Global Changes to employee profiles. In Time Card management, Global Changes are for Timecards and Schedules. Please see help in this section under Scheduling and Timecard.

Scheduling (Global Changes)Global Changes enables you to make a change to multiple employees at the same time. In the Schedule Global Changes you can also change a schedule for an individual on a single day using Daily Templates set up in Schedule Management. The screen below shows the schedule for several employees. As in other areas of PeopleGuru, filters can be used to limit which employees, departments, etc., are viewed.

For each day the grid shows the scheduled Start and Stop times, Scheduled Hours, Earnings Code, and an edit symbol.The schedules highlighted in yellow are Earning Codes that are auto generated. In this case it is Salary but can also include Holidays, Vacation, etc. assuming they are set up as auto generate and scheduled in advance.Daily Templates at the bottom of the screen is a quick link to the Daily Template setup. A new Daily Template can be quickly added here, when needed, without going to Schedule management via the Dashboard.Schedule Posting report at the bottom of the screen is a quick link to run a Schedule Posting Report. This link eliminates the need to run the report via the Dashboard and Reports.

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To select employees who's schedules are to globally changed, check the box to the left of the names then click Change Schedule. A screen will appear with numerous fields that can be changed.

After selecting employees to be changed the screen below will appear. Select the fields to be changed and enter the new information then click Save. In the example below a date range was selected and new Start and Stop times were entered. As a result, for the employees selected, their schedules will be changed to 7:00 AM to 4:00 PM and lunch minutes to 60 minutes for 8/20/2007 to 8/24/2007. On 8/25/2007 all schedules will automatically go back to what they were.

To change a schedule on a daily basis for one employee, right click on the edit symbol for the day to be changed. A list of daily Templates available for that employee will appear in a pop up window. Click the schedule to be applied. If you want to edit the current schedule, click the Edit link on the pop up window.

If an employee calls out and you need a replacement or you simply need to add an extra employee to the schedule for a certain day and time, you can use the Availability feature to find a replacement. It is required that Availability schedules are set up in the Employee profiles to use this feature.

Click Search Filters on main Scheduling screen.Select Match All Filter from the drop-down box at the upper right corner of the screen.From the Search Criteria, select filters for any categories necessary for the schedule to be filled such as Departments, Job Classifications, etc. This will narrow the employees viewed to only those who can fill the need.Next, click the link for the Availability Filter. Select the day or days to be scheduled. Enter the Start and Stop times needed.Click OK.

You will be returned to the Scheduling screen. Scroll down for an example.

The screen below shows the employees "Available" for the date and time filtered (as shown on the screen above). The employees days are highlighted in blue. To schedule one of them right click on the edit symbol then select a schedule from the pop up window or click Edit to type in a schedule.

Timecard (Global Changes)The Global Timecard screen enables the end user to make changes to multiple timecards at the same time.

Select the employees to be edited, then click Change Timecard Details. Scroll down for details on the edit screen.

When the edit screen below opens select a date range. Next the options are:

Replace missing In Punches.Replace Missing Out Punches.Replace Absent Transactions.Review Complete Timecards.Approve Timecards Having X Exception.

In the example below Replace Missing In and Out punches are both selected. Also selected is Scheduled. As a result, all Missing Punches for the employees selected, for the date range selected will be entered globally. This is a good feature if you send employees home early due to weather. This way they can leave and the Scheduled

TLM Functions Guide


punches can be inserted afterwards, giving them their normal hours. There can also be a situation where a clock isn't working preventing the employees from punching in or out. Also, Timecards can all be marked "Reviewed" as a group or, a specific exception like Early In can be globally approved on this screen.

Reports in the Time-Only InterfaceReports are available directly in the TLM interface and also from the HCM.

To run a report from Time and Attendance:

1. Reports: Select the report from the list on the left. 2. Report: Select the order and date ranges or Calculation Rule and Pay Cycle for the report. 3. Report Option: Check the options to be included. 4. Report Display Format: Select the program you want to use for viewing the report, i.e. PDF, Excel, HTML, Text,

RTF, TIFF, CSV, etc. 5. Click Generate Report.

The columns to be included were selected in the Company Setup>Reports.

To memorize a report, first set it up the way you want to view it, and then click Memorize.

ReportsHours History Analysis ReportTime Approval ReportTimecard ReportEmployee Schedule ReportEmployee Listing ReportAttendance ReportAttendance and Absences ReportThreshold ReportBenefit Accrual ReportHours/Exceptions Quick View ReportTimecard Audit ReportHours For Payroll ReportRejected Punches ReportExceptions History ReportHours Summary ReportPoint Analysis ReportLabor Analysis ReportLabor Analysis Report IISchedule Posting Report

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Master Data ReportBenefit Request ReportSimple Timecard CSV Report

Payroll Export Options from TLMFor Version 8 with HCM, refer to the Process Hours screen instead.

From the payroll tab, interfaces to various payroll systems can be defined. On the main screen are the following tabs:

Payroll Setup: Interfaces for the most common payroll companies such as ADP and Paychex. To create a new interface click Add. To modify an existing one click on the name under Payroll System. It is possible to have more than one interface for a Payroll System.Generic Payroll Setup: Payroll interfaces can be setup here for virtually any Payroll Service using the versatile built in mapping utilities. To create a new interface click Add. To modify an existing one click on the name under Payroll System. It is possible to have more than one interface for a Payroll System.Interface Execution: When payroll is ready to be processed, execute the interface from this screen.Download: If PeopleGuru is not installed locally, the interface file, once created, can be downloaded from here. This is an advantage when accessing the software over the internet.

Payroll Setup (Payroll)Below is a sample screen for an ADP interface. All fields with asterisks must be completed.

Payroll System: In this example it is ADP. If another Payroll company is selected then the fields below will be different.Interface Name: User defined name for this particular setup.File Name: The file name required by the Payroll service for importing. For some companies, other than ADP, this can be user defined.Company Code: This a code provided by your Payroll Service.Batch ID: Enter the ID number for this batch.Pay#: Enter the number of the Pay Period for the year.Temp Dept: Select the Temp Department if being used.Shift: Check if Shifts are being passed to Payroll for differential payment.Temp Rate: Check if Temp rates are being passed to payroll.Regular Hours: Check all Earning Codes that will be passed as Regular time.Overtime Hours: Check all Earning Codes that will be passed as Overtime or time and a half.Hours Code 3 & 4: Select all other Earning Codes to be passed to payroll based on which of these two fields they need to appear in. To the right of each earning Code is a box to define the way the code will appear in the Payroll software. For instance, even though Holiday is HOL in PeopleGuru, it may be H in ADP.Earning 3 Code (also 4, 5, & 6): The same as Hours Code 3 & 4 except these are for dollar transactions instead of hours. An example below is MM (Meal Money) which passes a dollar amount.

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Generic Payroll Setup (Payroll)This feature of PeopleGuru gives users the ability to create a interface to virtually any Payroll System.

When the Generic Payroll Setup is selected a list of all payroll interfaces, setup in this area will appear. Click Add to create a new one. Click on the name of the interface in the Interface Name column to access the setup or edit screen.

Interface Fields Setup (Generic Payroll Setup)PeopleGuru has a very versatile mapping utility for creating virtually any file layout for exporting to payroll. There are two tabs for setup, Interface Fields Setup and Interface Mapping Fields. To create, first go to Interface Fields Setup:

Field Name: User defined name for the field being setup.Header Name: Name at the top of the column, if headers are to used in the export file. This space must be completed regardlessMapping Field: Using the drop down list, select the field name from PeopleGuru that this item will be associated withMandatory: Check if this item is Mandatory. Some items appear in the interface only when different from defaults. In this case it would not be Mandatory. An example is a Department transfer. If an employee is working their Home Department there may be no department information in this field for that transaction and it will be blank. If the employee worked in another department then information for Worked Department would be presentData Type: Select either Numeric or Alphanumeric. For most Mapping Fields there is a default and as a result this field will be grayed outField Length: Enter the maximum number of characters in this fieldPivot: Check if there are separate lines for each item pertaining to this field. For instance, Pivot is often used for Earning Code. As a result, if an employee has Regular, Overtime, and Holiday hours, there will be three separate lines for this employee, one for each Earning Code. Pivot can also be used for creating separate lines for other items such as Departments if doing Department transfersType: For Earning Codes select either an Hours or Dollars transaction. For all other fields this is grayed outSave to List: Click when done and the field will be saved to the list above.

In the area below the field setup, the order in which fields appear can be changed. Select the field, then use the arrows to the right to move it up or down.

Once the setup above is done, go to the Interface Mapping Fields tab. On this screen check all fields to be exported. To the right of each earning Code is a box to define the way the code will appear in the Payroll software. For instance, even though Holiday is HOL in PeopleGuru, it may be H in the HCM or Payroll solution.

Interface Execution (Payroll)To export to payroll, select the Interface Execution tab. From here, do the following:

Select Interface: From the drop down list select the interface to be run.Date Range: Select Fixed or Floating. Almost always set to Fixed.

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From Date: Select the start day of the period to be exported.To Date: Select Current for the current pay period, Yesterday for a period ending yesterday, or if you check to the right of Yesterday, an ending date can be selected from the drop down calendar.Include Open Pay Periods: Check this if some of the days to be exported are part of a pay period that has not yet been closed.File Format: Select Comma Separated Values (CSV) or Text.Generate: Click to create the interface.Select a Data Format.Select Date Format.

Download (Payroll)If PeopleGuru is not used from within the PeopleGuru HCM or is being used with a different payroll system, after the interface file is created, the interface file can be downloaded from the Download tab. Open the file, then save to the desired location.

Logout Users (Utilities)When a user exits from PeopleGuru improperly or the session ends due to an error, sometimes it may not be possible to log back in. When trying to log back in the user may get an error "User already logged in". In this case another user with proper rights or administrator can go to this screen and log the user out. Check the box next to the users name and click Logout.

If maintenance is being done to the software such as an upgrade that requires all users being logged out, select users to be kept out of the system, then click Lock Users. After maintenance is complete, there will be an Unlock Users button.

Messages (Utilities)To send a Message:

Clock: Select the clock the message will be sent to. Message: Type in your message.Employee: Select the employee to send the message to. Save: When done, click the Save button.

Note: Not all clocks have messaging capabilities. Please check your make and model. In order to use messaging, employees must be assigned to clocks.

DB Services (Utilities)PeopleGuru automatically runs a Daily Job every night after midnight. This job creates absences for the new day based on schedules and inserts all Auto Pay earning codes such as Holiday, Vacation, PTO, etc. The Daily Job can also be run on demand on the DB Services screen.

Simply click Execute. The Comments field will show executing. Press the Refresh button every few seconds until the Comment field shows Execution Completed Successfully.

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Repolling (Utilities)Repolling has 3 selections:

Rebuild: This will remove all punches from all time cards of the employees selected and range of dates then rebuild the time card via a polled punches log. This will eliminate any editing already done for that preiod of time. Use with caution.Re-polling: In the event that punches have been polled from the clock but are missing from the Time Card, they can be restored from a poll file on the Re-polling screen. Select the range of dates to repoll or restore punches from then click execute.Re-poll Rejected Punches: Under this function select the range of dates and employees using filters or for all emplyees do not use filter. Select Load Punches. The screen will display all rejected punches. You can then re-poll those punches assuming you have corrected the problem causing the punches to be rejected.

On Premises (Utilities)When you have a Job Scheduler for Polling and Processing punches, the On premises screen will give you a list of employees who have Punched In today along with their current In or Out status. You can also see which Labor Distribution centers (i.e Department) they have logged into. This screen can be set to auto refresh, keeping the employee list up to date.

Include Employee: Choices are:Scheduled/Punched In shows all "Scheduled Employees" who have an In punch for the day.Punched In: Includes all employees with an In punch Scheduled or not Scheduled.Scheduled On: Lists all employees who are scheduled for that day, even if they haven't yet punched In yet.Unscheduled In: Lists all unscheduled employees who have punched In.

Auto Refresh: When checked, enter the number of minutes to each update.Display Columns: Select the columns to be viewed.Memorize will create a Hot Link based on the current screen setup.Generate Report: Create a report of the current On Premises status.

Clock ServicesClock Services is for communicating directly to Time Clocks. This is done automatically as a service. However to setup communication sessions or to run a session manually you can access the program in the following way:

To access, log into Winclock with the PeopleGuru Services icon.Use the same login and password as accessing PeopleGuru.Click Services.Next, select the type of clock you are using.

On the next screen you can add sessions such as Poll Punches, Download Configuration File and/or Time and Date. If a biometric clock is being used biometric templates can also be uploaded and downloaded. The sessions are set up by clicking Add then completing the following screens.

TLM Functions Guide


CAUTION: Important! Once sessions are setup they can be executed manually by double-clicking the session in the Name column, then click Execute on the next screen.

On the screen below the session is setup to poll punches. On this screen you can also select to poll biometric templates. There is an option to Enable Comtrace. This will create a trace file if you are experiencing difficulty in communicating. Select the path to the right.

Below Poll is an option to Push. When using this option select what type of data you would like to download to the clock(s). Most commonly Clock Configuration and Time and Date are downloaded but data tables such as Departments can be downloaded for verification of Department transfers. The download of datatables does not apply to all clocks.

The last thing you need to do is select the clocks that will be accessed during this session. To do this click the Clocks tab. The clocks listed come from the PeopleGuru database. There is no need to add them here. In the connected column you can see if a clock is connected or not assuming the clock is interfaced via TCPIP. Serial and modem clocks will always show up as unconnected as will all Acroprint clocks. When done setting up, click Save.

Export DataData files can be exported to text.

Log into PeopleGuru Services. Go to Services. From the drop down menu select Import Data. Create a session if one does not already exist (see Clock Services about creating sessions). Open the session by clicking the name of the session under Session. Select a folder to Export to. Check box to create a new folder for each export. If you don't check then it will overwrite the old files. Select if you want to export All files or certain ones by clicking Selective. If selective is selected, then go to next screen and pick the files to be exported. When done, click Export.

Employee ImportWhen setting up PeopleGuru it is simple to import employees rather than enter them manually. To import, a CSV file is required along with the following fields:

Employee First NameEmployee Last NamePayroll IDEmployee Badge or PINHire Date

TLM Functions Guide


Many other fields can also be exported, such as Birthday, Calculation Rule, Schedule #, etc. See below figures. Mapping is provided to these fields along with Home Labor Distribution (i.e. Department, Cost center, etc.) and User Defined fields, such as Address, Phone #, Emergency Contact, etc.

Raw Data ImportRaw Data Import is a useful feature giving PeopleGuru the ability to bring in punches from clocks it does not have an interface to. Some clock manufacturers provide their own 3rd party software to communicate with their clocks. Often this software can poll punches from the clock and put it into a folder where WinClock can access the data and import it. All that is required after setting up the 3rd party communications is to map a sample file via Raw Data Import.

Winclock OptionTo access Raw Data Import:

Log into Winclock with the PeopleGuru Services icon. Use the same login and password as accessing PeopleGuru.Click Services.Next select Raw Data Import.Double-Click the session or click Add to create one.

When mapping an sample file, it is recommended that you talk to a PeopleGuru support specialist for guidance.

Online Raw Punch ImportRaw Punch Import has the option of deleting imported punches with options, such as Pay Date, Session, User, and modified records filter. It also supports using the same session multiple times for importing files.

Poll From FilePoll From File is for polling from backup files of punches previously polled into PeopleGuru. One example of an advantage is if you had to restore a database backup that was a day old. You can recover the punches for the past day by importing them from the backup folder in WinClockServices. These files are not stored in the database so are not affected if the database is restored. Poll From File applies to Hand Punches from Recognition Systems and Acroprint Badge Readers.

To use:

Log into Winclock with the PeopleGuru Services icon. Use the same login and password as accessing PeopleGuru.Click ServicesNext select Poll From FileDouble-Click the session or click Add to create one.Select Hand Punch or Acroprint.

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Browse to the Backup file.Click Import

Accrual ImportAlthough PeopleGuru has many parameters for setting up Benefit Accruals, you may prefer to use accruals from other systems such as a Payroll or HCM system.PeopleGuru can import that data to populate it's accrual fields or to adjust the accruals created within PeopleGuru. To accomplish this your payroll or HCM system must be able to export the data needed by PeopleGuru. By selecting Accrual Import within PeopleGuru Services, this file can be mapped and imported. Please talk to a PeopleGuru Support Specialist for further information.

Employee Schedule ImportAlthough PeopleGuru has many parameters for setting up Schedules, you may prefer to import employee schedules from other systems such as a Payroll or HCM system. PeopleGuru can import that data to populate it's schedule fields. To accomplish this your payroll or HCM system must be able to export the data in the format needed by PeopleGuru. By selecting Employee Schedule Import within PeopleGuru Services, this file can be mapped and imported. Please talk to a PeopleGuru Support Specialist for further information.

Ask

Get help from Customer Support

Customer Support

Customer Support is available to the designated representatives from a company via PeopleGuru CRM.

Contact our customer support department by email at [email protected] or by phone at 813.805.8030.

TLM Functions Guide


https://crm.peopleguru.com/

mailto:[email protected]?subject=Customer Support Request

Inde

x

A

Accrual Import 95







B


C


Calculation Rule Codes 44

Clock Management 37

Clock Services 92



Company Menu 24

Company Menu and TLM Settings 26






D



Dashboard for Time 23




E


Employee Import 93

Employee Management 75

Employee Profile (Employee Management) 75

Employee Schedule Import 95


Export Data 93

F

Filters 23






G







General (Users) 82





H



I



L





M




97

N

Navigating in the TLM 22


O




P

Payroll Export Options from TLM 89

Payroll Setup (Payroll) 89

Points 29

Poll From File 94


R



Raw Data Import 94


Reports in the Time-Only Interface 88

Roles (User Management) 79


S

Schedule Management 70

Schedule Template 70




T

Time Management 34





Timecard Editing 83

Timecard Management 82

U

User Management 79

W


INDEX │TLM Functions Guide

Documents

TLM Functions Guide...Company Menu 24 Company Guru 25 Company Settings 26 Company Menu and TLM Settings 26 Other Settings 26 Company Time Settings 26 Other Settings 28 Labor Distribution