Client & Employee Training
Time and Attendance Combined
With Payroll Instructions
Internet Time & Attendance editing
Adding New Employees to Time & Attendance
Exporting T&A Data from Website
Importing T&A Data into Payroll Program
Remote Payroll Processing Instructions
- How To Edit all timecards in Time & Attendance web site (www.timepays.com) before exporting or printing reports:
- Enter all new employees (See Below) in Time and Attendance program and the Payroll Program. MAKE SURE that all relevant information is congruent in each program.
- ADMINISTRATION, verify clock download, (Make sure all the data you need for the pay period is downloaded before you edit, otherwise you will have redundant data imported the next time the clock downloads). (IF Your clock did not down load Press the 9 key On the clock key pad)
- ADMINISTRATION, unprocessed punches, Enter info in Employee Set Up so program can identify the punch
- REPORTS, Print SUMMARY REPORT. Once report is open, Click on any RED or YELLOW warnings and EDIT
- EDIT Missed punches & incorrect punches in time cards for accuracy. (The detail report is a great overview).
- Verify correct department numbers, vacation Etc.
If you have TIPPED employees and are exporting the TIP DATA verify and EDIT.
You may now Print or Download any accurate reports you like. Or export this info into the Payroll Program.
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Go to www.timepays.com
- Enter your log in and password
- At MAIN MENU click on Employee Set UP
- Click on ADD NEW or EDIT an existing Employee.
- Fill in the blanks that apply to your company and SAVE!
- The Employee is now set up
- Necessary information:
- Last name, First Name
- Home Department and Home Location if you want to track this info.
- Additional HOME 1, 2, 3, (These are departments if you want to track them in Payroll, Pay different wages for different depts. and export them)
- Social Security number if you are exporting to @TimePays Payroll Program
- Card Number 1
- YOU MUST ADD employees into Payroll program. If you are using the CyberPay remote please refer to those instructions under “Training, Payroll”.
Pay rates are optional.
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Main menu, Reports, Download Activity files
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File format = Custom, in the box type (AdaptaSoft) no parenthesis, then click CONTINUE.
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On Download punches screen: Select proper pay period
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File Processing: Download it
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Employee Filtering: Choose appropriate option, if any.
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Labor Options: Leave unchecked
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Labor mapping boxes: (Leave as is) then click Run Report.
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File Download = click Save.
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Save as = Save in DESKTOP, File name = Apple1-24-04.txt YOU MUST PUT .TXT on the end as the suffix!!! (A name you can remember and the date). After importing you will delete this file by right clicking the icon on the desktop and selecting “delete”.
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Open CyberPay
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PAYROLL PROCESSING, ENTER PAY DATA
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Inside Enter Pay Data screen, click “IMPORT”
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Select import format drop down = “General Time Clock Import 2”
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Select Pay Group drop down = Match this drop down to the Pay Group box in the upper right corner of the Enter Pay Data window (the window beneath the import window).
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“Uncheck” Delete Current Data Before Importing
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Time Clock Data Full Path = click on magnifying glass
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Select Data File Path = DESKTOP
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Find your file in the menu (Apple1-24-04.txt), then click Open (make sure file has .txt suffix)
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Employee key field = Social Security Number
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Click IMPORT, wait for hourglass to complete, it takes a while.
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IF you are tracking hours for salaried employees you will get an error message stating “pay type not set up for employee SSN# …etc. “ Make sure the SSN matches a salaried employee. If it does no problem. Click OK. IF you have more or different errors, click PRINT.
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Other error messages are usually incomplete editing or incorrect employee set up.
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Data Imported = click OK then close the Data Import Window.
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PROOF READ YOUR IMPORTED DATA and process your payroll in the normal manner. (See below for remote payroll processing)
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IMPORTANT!! Go back to the Desktop and Delete the export file. To DELETE, Right click on the export icon, select delete.
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1. Employee Set UP (employee set up, employee set up)
a. To add a new employee
i. Click on the arrow with the asterisk
ii. Hit the new button at the bottom of the screen
iii. You will now be looking at a template which you will need to fill in the blanks
1. Items of importance include SS #, wage, allocation, State in which taxes should be applied to.
iv. When you are finished with inputting the employee information, you can hit create at the bottom of the screen, if you have more than one ee to enter you can hit new, fill in the information for the next ee, when you have entered all new employees then hit create.
v. After creating new employees it will bring you to the employee set up screen and you will see your employees listed in the column on the left.
b. Employee tab shows address, ss#, telephone, etc.
c. HR Set Up tab shows length of employment, supervisor, termination information
d. HR information will record any time you make a pay rate change on an employee
e. Allocation tab is where you assign the employee’s department, location, etc.
f. Notes tab is where you can make notes on an employee, and the employee pop up screen. EE pop up screen is where you can type a message and every time you click on that employee the message will pop up
g. Direct deposit tab, is where you enable an employee’s direct deposit (see attached specific instruction)
h. Pay Item history, lists all checks issued for that employee, you can click your mouse on the gray area to the left of the line and click view check at the bottom to view and print a copy of a previously issued check
i. Taxes tab shows you the list of taxes set up on the employee, which will be deducted from that employee’s paycheck when paid. To set up an extra withholding place the amount in the extra withholding space, all taxes that are applicable to this ee should be listed, if one is missing use the star with asterisk to add the tax
j. ER liability tab are the employer taxes that should be paid every time this employee is paid, if one is missing, use the star with asterisk key to add the tax that is missing
k. Pay tab this lists the different pay types that this employee can be paid, again if one is missing, use the star with asterisk to add the pay type. This is also where you would change an employee’s pay rate. Please note the grid at the bottom of the screen, this indicates what you will see at the enter pay data screen
l. Deduction tab & Benefit tab please see below.
m. To add deductions and benefits to an employee
i. All deductions and benefits are set up on the company level at the bureau. You can then choose any deduction or benefit and add it to the employee
ii. To add a deduction go to the deduction tab
iii. Click on the star button with the asterisk
iv. From the drop down at deduction type add the deduction you would like to add to the ee and click ok
v. Under general you will want to make sure the deduction frequency is set properly such as every run or monthly
vi. Under deduction type you will want to select fixed amount or % from the drop down
vii. For fixed amount place the amount in the fixed amount area, if it is a % you will want to go to the rates tab and put the % amount in
2. Payroll processing (payroll processing, process payroll)
a. Before processing your payroll you will have to pick up the most current file from the service bureau. If you are transmitting data via modem please follow the following: from the main menu go to payroll processing, transfer server file, transfer, the PC will indicate when you have the information. If you are transmitting via email, please see Manual File Handing Instructions.
b. Now go to payroll processing, process payroll
c. Selected included pay types, please make sure each pay group you are paying for this payroll says yes beside it, to change a yes to a no and vice versa double click on it
d. Please check the to and from date as well as your check date, if any are incorrect use the magnifying glass to select the correct date
e. Enter pay data
i. Each employee will be listed, go through each employee by using the arrows or drop down and enter their hours
ii. If you are giving a bonus or changing a pay just one time place the amount in the override column
iii. If you are issuing multiple checks put a 2 in the check column on those lines that you want the amounts on the second check
iv. If you want to hold deductions or benefits on the second check, click on the holds button at the bottom of the screen, this will bring you to a hold screen, select the check that you want to hold items on in the upper right hand corner, and then highlight anything you want to hold, you must click SAVE when you are finished, and then close
v. If you want to allot certain hours to a different department scroll to the right until you see the department column, you will want to select the other department for that line
vi. When you are finished entering all employees hours, hit the close button and that will bring you to the main process payroll screen.
f. Calculate / recalculate
i. Now click on calculate / recalculate, this will calculate your data or recalculate any data you may have changed
g. Calc Report
i. Upon calculating or recalculating, press calc report, this will bring up the register prior to processing
ii. Print this out and review it thoroughly, if there are any edits that need to be done, close the screen and go back to enter pay data
iii. After making changes, recalculate, pull up the calc report, print report, and review
iv. Once register prior looks good, sign the last page and fax it to us at 617-698-6825
h. Create server file
i. Click now ( if you are transmitting via modem)
1. Go back to the main screen of the program
2. Go to transfer server file button, and hit transfer now.
ii. Click Manually ( if you are transmitting via email)
1. At manual file handling screen, choose export a file to send to the service bureau.
2. The file will appear in the window.
3. In the path field, use the magnifying glass to direct the file to save to your desk top.
4. Click process.
5. It will indicate when file is processed, you will them send an email to us and attach the file you saved to your desk top to the email. To request our email address click here.
3. Reports
a. From the main screen go to payroll inquiry, report manager
b. Date range allows you to choose certain dates in which you want your information pulled
c. Criteria allows you to limit or pull certain information you want
d. Options is rarely use
e. You should select a report on the left and the right, and hit the run report button on the bottom to gather your data.
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Client & Employee Training
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