Go to Administration > Administration Data Tables > System Tables > Groups/Teams to setup the groups / teams that will be used for selecting equipment units. Equipment units will be assigned to specific groups / teams in the equipment database. Employees can belong to more than one group/team. Suggested group / teams are: Maintenance, Shop, Engineering & Office.
Examples: Equipment maintenance (shop) personnel may be the only employees who need to select Sheriff Department vehicles for maintenance. The Engineering group may have vehicles that they use that would not be available for the Maintenance group.
Go to Administration > Administration Data Tables >System Tables > Employees to add employees and employee data. Be sure to add the Accounting Employee Number which must match the ACS Alternate Employee Number. Then click on Group / Team by each employee name and select the group(s) each individual is in and include percent involved. (This is required and can be any percentage splits that equals 100.)
To identify the supervisors who will have the authority to approve timecards go to Administration > Employee Data > Employee Management. Click Approvals next to the Supervisors name who will be approving time. Then select those employees the supervisor will be approving and click Update Time & Expense Log Approval. If an employee approves their own time, select that name as well.
Click on Starting Balance next to the employee's name to designate the year that triggers the starting balances (suggest to enter the year you begin using the program).
To enter Time Off Bi-Monthly earnings, go to Administration > Employee Data > Time Off Monthly Earnings. Add by employee and enter data, earnings rate for bi-weekly time off earnings (vacation, sick leave/pto, and limits). Whenever there’s an earnings change, add a new earnings rate for that employee, and indicate the effective date. Employees can have multiple listings over time. e/TimeCard will maintain a record of entries for history.
To add time off starting balances, go to Employee Data > Time Off Starting Balances. Add current balance by employee and enter the effective date for these balances.
Go into Administration > Administration Data Tables > Acct System Tables > Timecard Supervisors (bottom of page). There is a section entitled Timecard Supervisors. Place a check in the box before the name of supervisors who should be able to see cost accounts and labors codes when reviewing timecards. If not selected here, supervisors will be able to view employee timecard entries without seeing these fields. Since these fields are used for verification purposes, it is useful to be able to restrict access to them.
Go to Administration > System Security Tables > Group Accounts. Click on Add and enter your Group Accounts. These would be your maintenance, shop, office and engineering staff. This Group format will be used for assigning Activity Overhead Codes. Click on Users and assign employees to that Group. In the Activity Overhead Codes, when you are ready to assign the group who should be able to view/select activities in the Activity Overhead Code setup, you will be able to select from these “Groups”.
To provide your employees with passwords, go to e/Gram and Login. Click on Administration. Modify the User Account adding the user’s password. No PIN is required at this time.
Labor Codes will match ACS labor codes (example 10 = regular, 20 = overtime, etc.). Add as many labor codes as needed. Maintenance Types default set up “With Road No.” (maintenance activity associated with a particular road – 1X cost account) and “Without Road No.”(maintenance activity not associated with a particular road – 3X cost accounts).
Go to Time Periods to add your payroll time periods, starting and ending dates. You can add as many time periods as you wish.
Note: Bi-weekly dates must be entered for the entire year, regardless of when you started using TimeCard, so if you do not have all the time periods created for the year, there will be a problem coordinating your time periods with those set up for the Time Off earnings. A pop-up calendar will aid in selecting dates.
Go to Holidays to add, modify or delete holiday dates. Entering in Holiday dates is optional.
To add equipment, click on Equipment. Add your equipment, unit number and type of measure (hrs. or miles). Then assign to Groups / Teams. Equipment units can be marked to be displayed for specific groups / teams.The Group / Team database is created under System Tables > Group/Team. This equipment will then show up when those employees are adding time to their TimeCard. They can select these units to charge equipment rental and/or equipment repair.
Note: If no Group / Team is selected, the equipment will show for all employees.
Click on Hours Types to add the type of hours that will be needed on your timecard – Regular Time, Overtime, Comp Time Earned, etc. (time off types are not recorded here). When adding these types, select the coordinating labor codes from the pull down menus.
Go to Inventory to add inventory items with the inventory number and unit of measurement if inventory will be charged out on TimeCard.
Type of Time: These four options are the first selections available to all users:
Activity Overhead Type: These selections are set up in the Activity Overhead Type and Activity Overhead Codes. In Activity Overhead Codes Administration, these selections can be further defined to be shown only to individuals or specified groups.
Accounting & Activity Codes
Add Accounting Codes for all Accounts that time will be charged to. Only accounts used for time charged are required here. It is recommended that this list be kept as short as possible. Include time off accounting codes here. Enter Time Off Type for all time off accounting codes.
Activity Codes: Add an Activity for each type of activity that time will be charged to for Maintenance, Engineering and Account. Receivable. The matching accounting code will be chosen from the pull down when adding the Activity Code.
Activity Overhead Types: Add Activity Overhead Types. These are work types that are not part of Road Maintenance, Engineering or Accounts Receivable, such as Equipment Maintenance, Shop Maintenance and Time Off. If you require additional choices, add them here. Also choose what additional options you want to appear on TimeCard, including Repair Unit, Equipment and Inventory for each Overhead Type.
Activity Overhead Codes: Add activities tied to each specific Overhead Type (unallocated, time off, eq. Maint., etc). Add the Activity name and link it to the Accounting Code from the pull down menu and the Activity Overhead Type. You can assign access to theses activities by Employee or Group.
Customer Types: Accounts Receivable Customers. Add the type of customer you do work for (some types are defaulted here).
Customers: Set up under Organizations (similar to Contractors). The Type of Organization is Customer. The Business Number must match the ACS customer number. Here the customers are identified by their Customer Type. Names and activities are tied to these Customer Types.
Customer Activities: Select the activities that would be associated with that type of customer, such as “Blading Twp. Roads” would be associated with the Customer Type – Township.
Road Programs: Add the road programs for your organization (some program types are defaulted here).
Surfact Types: The default data for surface types is Gravel and Bituminous. If you require additional options, add here.
Roads & Road Segment Data Tables
Roads: Add roads – requires road number, name and length.
Road Segments: Add segments by choosing the road, program and surface type from the pull down menus and adding the segment length.
Road Maintenance Types default setup is “With Road Number” and ‘Without Road Number”
Activities are linked to the Maintenance Types. Select activities for “With Road Number” (1X) by checking boxes of related activities.Select activities for “Without Road Number” (3X and/or 7X) by checking boxes of related activities.
Accounting Phases: Select Accounting Phases and create a name for your construction accounting phases, such as “Preliminary Design” and “Construction”. These will show on TimeCard. You can create several phases, or just one Activity (2x accts.) will be linked to each phase.
Budget Rate Schedule: Next create the Budget Rate Schedule. This setup is used for Budgeting, and is required to set up your selections for TimeCard. Create one budget schedule to begin with, making it your default schedule.
Budget Template: A template must be created which identifies employee activities to be shown on TimeCard. Select Budget Template > Add. Name your Budget Template and make it valid. To create the budget, and show the appropriate accounts on TimeCard, select Budget. The Accounting Phase(s) that you created earlier will be displayed in the blue box above the second column. The pull down menu in the third column will allow you to choose the Activities from your Activity Codes that can be selected in TimeCard when an employee selects Engineering. The selection is automatically made valid. The Accounting Budget Setup will allow you to select the Groups / Team using those activities. This selection does not effect choices in TimeCard.
Budget Rate Schedule: A Budget Rate Schedule is required. To create the budget rate schedule, you need to add an hourly rate for each activity on your budget. This rate is used for budgeting and is required to create the budget and allow entries on TimeCard. If you’re not actively using the entire budget process a good option is to use $1.00 as the hourly rate Zero will not work here for the TimeCard setup.
To create the budget for projects, go into each project and select Budgets > Budget Data. Choose the Budget Template and the Budget Rate Schedule from the pull down menu. When you have entered your choices, the Budget Information data will appear. Click on Create Budget Information button. Your Budget Information is saved, then click the Budget Activities button. Next you will see the Budget for your project. Click on Create Budget.
Identify the job numbers associated with the projects that you are charging time to. These job numbers must be created in Sub-Project Item Funding. You will not need to set up your funding at this point, but you do need a job number associated with a funding source in order for these job numbers to appear on TimeCard. After inserting the job numbers, go to Budgets > TimeCard Funding and select the jobs that you want to show on TimeCard by placing a check in the box and clicking Save.
Select Engineering > Project Number > Job Number > Activity, then follow the rest of the selection process.
Select Maintenance > No Road/ Road # > (with Road #) Road Segment > Activity, then follow the rest of the selection process.
Select Accounts Receivable > Customer Type > Activity > Customer, then follow the rest of the selection process.
Select Other from the Type of Time. This will then open the Activity Overhead Type options.
Select Equipment Maintenance/Repair > Activity Overhead > Repair Unit, then follow the rest of the selection process.
Select Shop Maintenance > Activity Overhead, then follow the rest of the selection process.
Select Time Off > Activity Overhead, then follow the rest of the selection process.
Select Other Unallocated > Activity Overhead, then follow the rest of the selection process.
After the Type of Time and Activity Overhead Type, and Activity Overhead selections, the rest of the selection process consists of selecting: Date, Type of Hours, Hours, Equipment Unit(s), Equipment Miles or Hours, Inventory Item(s) and Inventory Quantity.
There are two options for printing individual TimeCards. They’re located at the top of the TimeCard. Choose from Print or Print Pdf.
Printing Time Period Reports
To print Time Period Reports, click on the Print Report At Right button. A new screen will open and you can select Print Preview from the file menu to see how your print will look. You may need to adjust the orientation or paper size. Click on the Compress for Printing checkbox for detail report printing. You can choose to compress by individual or by all.
Time Period Reports are located in the Resource Window > Reports or through Quick Links > Reports. The Time & Budget Reports shows Employee Data Calendar and Record of Time Off. Global displays Time Period Summary, Time Period Detail and Time Clock Reports.
Adding Columns to the Summarized Time Period Report
Adding Columns: The columns that can be added are Time Off Types (left side of report), and Hours Types for Overtime and Comp Time (right side of report). Also, there are sub total hours and total hours columns now. Sub Total Pay and Total Pay is only used by those Counties integrating to a payroll system which tracks dollars and who use hourly rates (not required for ACS integration).
Note: Comp time hours will be shown as actual time worked, not hours multiplied by the comp time earnings factor. So if an employee works 1.00 hour comp time, that’s what appears on this report. The 1.5 hours comp time earned will appear on the Bi-Weekly Time Off Record.
Hours Types: To select the Comp and Overtime hours you want to show in separate columns on your Summary Report, go to Administration Data Tables > Account System Tables > Hours Types. In the new field Show on Summary Report, identify the hours types that you want on the report.
Note: Only comp time and overtime hours (type category) can be identified at this time. All regular hours will still appear in the Regular column on the report.
Time Off Types: To select the Time Off Types you want to show in separate columns on your Summary Report, go to Administration Data Tables > Account System Tables > Time Off Types. In the new field Show on Summary Report, indicate yes or no. You can also select the order you want the time off displayed by, if you enter a number in the order field.
Edit: The edit function allows changes to the road number, activities, and type of hours without removing the rest of the data. To edit, change your data and click Update. The new information will replace the old data, rather than creating a new entry. Due to the nature of the Engineering Project format, the edit function performs slightly differently than it does for Maintenance, A/R or Other. Job number, activity changes, and types of hours will retain all the following data. Selection of a different project number will require new data for all fields following.
Road Number Change: When a Road Number is changed, the program defaults to “all segments”, so if a different segment is required, that selection will need to be changed also.
Type of Hours: When editing an entry with more than one Type of Hours, you are prompted to first select which hours entry you wish to edit. Select by clicking on the radio button for either Regular or Regular Overtime hours.