AMANO Time Guardian User’s Guide
AMANO
Time Guardian
Time and Attendance System
Version 3.5 User’s Guide
®
®
Amano Cincinnati Inc. reserves the right to make equipment changes and improvements that
may not be reflected in this document. Portions of this document may have been updated to
include the latest hardware or firmware version, if applicable.
We recommend that this document be read in its entirety before any attempt is made to operate
the equipment.
Proprietary Notice
This document contains proprietary information and such information may not be reproduced in
whole or in part without written permission from:
Amano Cincinnati, Inc.
140 Harrison Avenue
Roseland, NJ, 07068
For more information about Amano’s complete line of products, visit our web site at:
www.amano.com
Licenses and Trademarks
Time Guardian is a registered trademark of Amano Cincinnati, Inc.
Windows and MS-DOS are registered trademarks of Microsoft Corporation.
Adobe Acrobat and Acrobat Reader are registered trademarks of Adobe Systems Incorporated.
All other trademark names used in this documentation are the sole property of their respective
owners.
Table of Contents
Chapter 1: Introduction ...........................................................................................................1-1
Features and Requirements...................................................................................................1-1
Features..............................................................................................................................1-1
Requirements......................................................................................................................1-2
Chapter 2: General Installation Guidelines ...........................................................................2-1
Time Guardian Software Installation ......................................................................................2-1
Time Guardian Wizards..........................................................................................................2-2
Time Guardian Wizard Worksheets........................................................................................2-3
Time Guardian Registration ...................................................................................................2-3
Time Guardian Basic Customer Support................................................................................2-3
On-Line Help.......................................................................................................................2-3
E-Mail Support ....................................................................................................................2-3
Time Guardian One-on-One Technical Support Options .......................................................2-4
Software Upgrades.................................................................................................................2-4
Time Guardian User’s Guide..................................................................................................2-4
Time Guardian Hardware .......................................................................................................2-4
Chapter 3: Working with Time Guardian ...............................................................................3-1
Recording Punches at the Terminal (Punching In and Out)...................................................3-1
One-Minute Swipe Rule .........................................................................................................3-1
Time Guardian Layout............................................................................................................3-1
Main Dropdown Menus .......................................................................................................3-2
File Menu ..................................................................................................................3-2
Employee Menu ........................................................................................................3-2
Display Menu ............................................................................................................3-3
Communication Menu ...............................................................................................3-3
Setup Menu...............................................................................................................3-4
Grid Display Menu.....................................................................................................3-5
Help Menu.................................................................................................................3-5
Custom Toolbar ..................................................................................................................3-6
Report and Payroll Toolbars ...............................................................................................3-7
Report Sizing and Scrolling Toolbars........................................................................3-7
Payroll Interface Toolbar ...........................................................................................3-7
Grid Display Toolbar ...........................................................................................................3-9
Reports and Payroll List....................................................................................................3-10
Report and Payroll View ...................................................................................................3-11
Report View.............................................................................................................3-11
Payroll View ............................................................................................................3-11
Employee List ...................................................................................................................3-12
Hours Grid View................................................................................................................3-13
Adding, Editing and Deleting Employee Punches...................................................3-15
Assigning Reasons to Exception Flags...................................................................3-15
Editing Punches During Daylight Saving Time........................................................3-16
Time Guardian v3.5 User’s Guide i
Editing Employee Total Hours, Tips and Bonuses, and Rates (Wages).................3-16
Editing Overtime Authorization................................................................................3-17
Authorizing Non-Scheduled Hours..........................................................................3-18
Pay Period Hours, Wages and Dollar Totals ....................................................................3-18
Module Toolbar.................................................................................................................3-19
Chapter 4: Using the Wizard ................................................................................................... 4-1
Basic Setup Wizard ................................................................................................................4-2
General Tab........................................................................................................................4-2
Pay Policy Tab ....................................................................................................................4-3
Login Tab (Profile Definition) ..............................................................................................4-5
Advanced Setup Wizard.........................................................................................................4-7
General Tab........................................................................................................................4-7
Department Tab..................................................................................................................4-8
Pay Policy Tab ....................................................................................................................4-9
Rounding Rules Tab – Pay Policy...........................................................................4-12
Meal Rules Tab – Pay Policy ..................................................................................4-13
Advanced Overtime Tab – Pay Policy.....................................................................4-14
Pay Code Tab ...................................................................................................................4-17
Exceptions Tab .................................................................................................................4-19
Schedule Tab (Schedule Administration)..........................................................................4-20
Employee Tab (Employee Administration)........................................................................4-22
Importing Employees...............................................................................................4-23
Adding Employees ..................................................................................................4-24
Personal Tab Fields - Employee .............................................................................4-25
Salary Pay Tab Fields - Employee ..........................................................................4-26
Wages Tab Fields - Employee ................................................................................4-26
Deleting Employees ................................................................................................4-27
Editing Employees...................................................................................................4-27
Loading Employees.................................................................................................4-28
Clock Tab (Communication Settings) ...............................................................................4-28
Location Tab - Clock ...............................................................................................4-29
MTX Commands Tab - Clock..................................................................................4-31
MTX-15 Commands Tab - Clock.............................................................................4-32
HP Commands Tab – Clock....................................................................................4-33
Terminal Tab - Clock...............................................................................................4-35
Assignments Tab - Clock ........................................................................................4-36
Creating and Assigning Door Access and Bell Schedules......................................4-36
Advanced Setup Wizard Login Tab (Profile Definition).....................................................4-38
Payroll Interface Creation.....................................................................................................4-40
Power Pay.........................................................................................................................4-41
Peachtree..........................................................................................................................4-42
QuickBooks.......................................................................................................................4-42
QuickBooks Integration with Time Guardian...........................................................4-43
QuickBooks Synchronization...................................................................................4-46
QuickBooks Compatibility........................................................................................4-46
Excel .................................................................................................................................4-46
ADP (For DOS and Windows) ..........................................................................................4-47
Paychex PayLink ..............................................................................................................4-48
Paychex Preview ..............................................................................................................4-51
CBS Payroll.......................................................................................................................4-52
GevityHR...........................................................................................................................4-52
ii Time Guardian v3.5 User’s Guide
PAYDAY of AMERICA ......................................................................................................4-53
Chapter 5: Time Guardian System Backup ...........................................................................5-1
Chapter 6: Reporting Functions ............................................................................................. 6-1
Department Report.................................................................................................................6-2
Employee Report....................................................................................................................6-2
Time Card Report...................................................................................................................6-3
Presence Report ....................................................................................................................6-4
Audit Trail Report ...................................................................................................................6-4
Hours Worked Report.............................................................................................................6-5
Exception Report....................................................................................................................6-6
Hours Summary Report.......................................................................................................... 6-7
Historical Report.....................................................................................................................6-7
Chapter 7: Troubleshooting Calculations .............................................................................7-1
Time Simulation......................................................................................................................7-1
Hours Simulation ....................................................................................................................7-2
Chapter 8: XML Data Export Utility ........................................................................................8-1
Chapter 9: Quick Steps (QS)...................................................................................................9-1
QS 1: Creating a Custom Toolbar ..........................................................................................9-1
Adding an Icon....................................................................................................................9-2
Removing an Icon ...............................................................................................................9-2
QS 2: Modifying the Employee List Box .................................................................................9-2
Sorting Employees in the Employee List Box .....................................................................9-3
QS 3: Adding, Deleting and Modifying Departments..............................................................9-3
Adding Departments ...........................................................................................................9-3
Deleting Departments .........................................................................................................9-4
Modifying Departments .......................................................................................................9-4
QS 4: Adding, Deleting and Modifying the Time Guardian Backup Schedule........................9-5
Adding a Backup Schedule................................................................................................. 9-5
Deleting a Backup Schedule............................................................................................... 9-5
Modifying a Backup Schedule.............................................................................................9-6
QS 5: Adding, Deleting and Modifying Login Profiles............................................................. 9-6
Adding a Login Profile.........................................................................................................9-6
Deleting a Login Profile.......................................................................................................9-7
Modifying a Login Profile.....................................................................................................9-7
Changing the Language of a Login Profile..........................................................................9-8
QS 6: Adding, Deleting and Modifying Schedules.................................................................. 9-9
Adding Employee Schedules ..............................................................................................9-9
Deleting Employee Schedules..........................................................................................9-10
Modifying Employee Schedules:.......................................................................................9-10
Time Guardian v3.5 User’s Guide iii
QS 7: Printing Time Guardian Documentation .....................................................................9-11
QS 8: Creating, Deleting, Modifying, Assigning and Downloading Door Access and Bell
Schedules.............................................................................................................................9-11
Creating Relay Schedules ................................................................................................9-12
Deleting Relay Schedules.................................................................................................9-14
Modifying Relay Schedules...............................................................................................9-14
Assigning Relay Schedules To The Terminal ...................................................................9-14
Downloading Relay Schedules .........................................................................................9-15
QS 9: Using On-line Help .....................................................................................................9-16
Chapter 10: Glossary and Vocabulary ................................................................................. 10-1
iv Time Guardian v3.5 User’s Guide
Chapter 1: Introduction
Welcome to Time Guardian, the all in one, easy to use Time and Attendance system. Time
Guardian allows you to track and manage your employees’ time and attendance directly from
your PC and makes the collecting, reporting and the transferring of employees’ hours to payroll
companies easier and quicker than ever before.
If this is your first time working with a time and attendance package, there may be terms that
are new to you such as Salary, Hourly, Pay Policy, Pay Code, Wages, Unit and Point. A
detailed Glossary, located in the back of this User Guide, has been provided to assist you as
you navigate through Time Guardian.
Should you have any comments on Time Guardian and the materials provided we ask that you
e-mail them to TimeGuardian@amano.com
and will help us provide a better product to you, our customer.
We thank you for selecting Time Guardian and welcome you to the Amano Cincinnati family of
Time Solution products.
Features and Requirements
. All feedback is welcome and greatly appreciated,
Features
• Standard one hundred (100) Employee Capacity (not including inactive employees), with
available upgrade to a 250 employee capacity maximum.
• Eleven (11) Built-In Payroll Interfaces, with full QuickBooks integration.
• Unlimited Number of Schedules.
• Unlimited Number of Departments.
• Time Rounding Capability Based on Company-Defined Pay Policies (Customizable
Rounding).
• Nine (9) Predefined Pay Codes for Hours Allocation with Pay Code Multipliers.
• Rates for Wages calculation.
• Two (2) Pay Codes for Tips and Bonuses.
• Nine (9) Predefined Exception Flags for Employee Punch Tracking.
• Nine (9) On Demand Reports.
• Automatic Backup of Database Files.
• Automatic Polling of Data Collection Terminal.
• Door Access and Bell Schedule Capabilities.
• Flash Filer Database to Reduce Program Conflicts, Minimize Space Requirements and
Increase Speed.
• Several Built-In Utilities for Maintenance of the System.
• Extensive On-Line Help.
Time Guardian v3.5 User’s Guide 1-1
Requirements
• Windows 95/98/2000/NT/ME/XP/Vista.
• One Available USB Port.
• CD-ROM Drive.
• 32 MB of RAM (64 MB preferred).
• 100 MB of Free Hard Disk Space.
• Screen Display 1024 x 768 small font.
1-2 Time Guardian v3.5 User’s Guide
Chapter 2: General Installation Guidelines
1. Refer to the Software Installation Manual (AMX-40090X).
2. Install the terminal first, using the appropriate installation guide.
3. Install the Time Guardian software.
Time Guardian Software Installation
There are three documents available to assist you in the use and setup of Time Guardian: This
Time Guardian User’s Guide, the Basic and Advanced Wizard Worksheets, and the Software
Installation Manual. These documents can be printed from the Time Guardian Welcome screen
that appears after the software installation is complete. They are also located in the Time
Guardian/Documentation/Software folder. For a complete description of the Time Guardian
installation see the "Software Installation Manual". An overview of the installation steps is as
follows:
1. Insert the Time Guardian CD into your CD-ROM drive, and Time Guardian will automatically
launch the Installshield™ Wizard.
2. When asked for your Time Guardian Serial Number, it can be found on a label on the
outside of your Time Guardian box.
3. When asked if you would like the installation to create a Desktop icon for your Time
Guardian system, it is recommended that you select “Yes.” Desktop icons can be added
later by creating a new shortcut to the Timeguardian.exe file, located in the Time Guardian
program folder.
4. When Time Guardian initially begins, the following screen will prompt the user to select
Basic or Advanced Setup selection:
Time Guardian v3.5 User’s Guide 2-1
5. There are three options: Next, Cancel, and Print. Before proceeding, it is recommended to
print the appropriate worksheet by pressing the Print button.
6. Time Guardian, by default will install to support 100 employees. If you have more than 100
employees, select Upgrade Time Guardian from the File Menu, follow the instructions to
obtain an upgrade (access number) for 250 employees.
Note: If employee capacity above 250 is needed, call Amano Cincinnati Inc. or your Amano
dealer for information on upgrading to Time Guardian Pro, which offers unlimited
employee capacity.
Time Guardian Wizards
The Time Guardian Basic and Advanced Setup Wizards will allow you to perform a seamless
basic or advanced setup when used with the appropriate Wizard on-line help and Wizard
Worksheet. The Basic Setup Wizard is designed for a 3-step rapid installation and configuration
of an easy-to-use time and attendance system. While the Advanced Setup Wizard is designed
as a 9-step process to configure a more complex time and attendance system with detailed pay
policy rules.
The three (3) steps of the Basic Setup Wizard are:
STEP 1: General Setup
• Company Name – must define
• Payroll Interface
• Time Format
• Hours Display
STEP 2: Pay Policy Setup – must define at least one (1) pay policy
STEP 3: Login Setup – must create an administrator profile
The nine (9) steps of the Advanced Setup Wizard are:
STEP 1: General Setup
• Company Profile
• Payroll Interface
• Time Format
• Hours Display
STEP 2: Department Setup
STEP 3: Pay Policy Setup
• Overtime Authorization
• Pay Code Type
• Overtime Rules
• Rounding Rules
• Meal Rules
• Advanced Overtime
2-2 Time Guardian v3.5 User’s Guide
STEP 4: Pay Code Setup
• Pay Code Types
• Overtime and Absence Rules
• Wages Rules
STEP 5: Exception Setup
STEP 6: Schedule Setup
STEP 7: Employee Setup
STEP 8: Clock Setup
STEP 9: Login Setup – must create an administrator profile
The Finish button will only be active when all of the required information is provided. If
you have missed one of these fields, the “Finish” icon will be grayed out and you must go back
and complete the missing information. Once the initial setup is complete, The Wizard can be
used to make modifications to your setup. For instructions on how to do this, please refer to
Chapter 4: Using the Wizard.
Time Guardian Wizard Worksheets
The Time Guardian Basic and Advanced Worksheets provide you with a place to record your
company information and rules prior to starting the Basic or Advanced setup Wizards. Should
you find it necessary to make changes to your system, we encourage you to note them on the
Worksheet for future reference.
Time Guardian Registration
Please return the enclosed warranty registration card or Register Product from Customer
Service online at:
http://www.amano.com
Time Guardian Basic Customer Support
On-Line Help
Can be accessed through the main menu in the software and is searchable by topic. See
Chapter 9, QS 7: Printing Time Guardian Documentation for more detailed help information.
E-Mail Support
Support is provided via e-mail at TGSupport@amano.com. A zip file with your settings should
be sent to Time Guardian support to resolve any problems.
Time Guardian v3.5 User’s Guide 2-3
Time Guardian One-on-One Technical Support Options
Toll Free support number is: 1(800) 253-9836.
• The first 30 days of support is provided free of charge, however this only applies to
installation and set up questions, and requires the user complete the warranty registration
card.
• After 30 days, users requiring phone support will be charged a fee per incident or the user
can purchase a support contract.
• A Support Contract (contact support for fee) includes hardware and software support for
one year and also includes free software updates.
Software Upgrades
• With Time Guardian, you can purchase an upgrade access number to expand the employee
capacity from 100 to 250 employees via the Toll Free support number.
• Should you require a product with more than 250 employees, you can expand your system
to an unlimited capacity with Time Guardian Pro.
• Time Guardian Pro protects your initial investment in Time Guardian, as terminals,
databases, and employee information created in Time Guardian is compatible with Time
Guardian Pro.
• Please contact Amano at our Toll Free number above to provide you with one of our
Authorized Time Guardian Pro dealers in your area.
Time Guardian User’s Guide
The Time Guardian User’s Guide was designed to assist you in the daily operation of your
system and to provide you with a comprehensive understanding of the software. The User’s
Guide has a complete Glossary with vocabulary for easy word reference and an index to locate
specific areas of interest.
If you are not connected to an E-mail server or do not know the information required (zip file),
please contact your computer support person. This is not a feature that is supported by Time
Guardian Support. If no access is available, upload the SupportData.zip file (located in the
TEMP directory in the Time Guardian folder) to our ftp site at ftp.amano.com
Time Guardian/Support/Incoming folder.
and place it in the
Time Guardian Hardware
Please refer to the information provided in the original packaging for hardware warranty
information. Each clock comes with a one year limited warranty from the date of purchase. For
additional information, please e-mail TGSupport@amano.com
.
2-4 Time Guardian v3.5 User’s Guide
Chapter 3: Working with Time Guardian
Recording Punches at the Terminal (Punching In and Out)
One of the main reasons for purchasing a time and attendance system is to accurately track the
hours worked by an employee and present this information to managers, payroll personnel and
the employees themselves.
In order to gather this information, employees must be trained to use the terminal. Rules
governing the use of the terminal will vary from company to company, however, it is important to
get all employees in the habit of punching the clock at the start and end of their workday, and for
meals (if required). Time Guardian comes with 25 pre-numbered employee badges that can be
assigned to employees. Once the clock is plugged in and wired, simply swipe the card through
the reader and wait for the confirmation beep. If an employee’s card is unable to be read by the
terminal due to damage, replacement cards can be ordered by contacting our Parts Center at 1800-253-9836. An employee’s badge number can be changed if the badge is lost or damaged.
In this instance, the Employee Number will remain the same to ensure the historical accuracy of
the employee’s records.
One-Minute Swipe Rule
To prevent duplicate punches from being recorded, the Time Guardian terminal comes with a
built-in “One Minute Rule”. This feature prevents the terminal from recording more than one
punch per employee, per minute. If the employee attempts to punch twice during the same
minute, they will receive two beeps indicating that the punch has not been accepted. Once the
one-minute time interval has passed, the employee’s punch will be accepted.
Time Guardian Layout
The following screenshot displays the default main view of Time Guardian and identifies its
various sections. This view can be modified based on the selection made in the Display menu.
The Status Bar at the top of the screen contains the software name, the active employee name
and the screen icons that will allow you to minimize, resize or close the software.
Time Guardian v3.5 User’s Guide 3-1
Main Dropdown Menus
File Menu
The “File” menu allows you to create custom toolbar settings, refresh data, backup data, print
reports, and exit the application. Click on File from the main Time Guardian screen view and
the following dropdown menu will appear:
Descriptions of the File submenu functions follow:
• Custom Toolbar: Can be used to customize the Time Guardian toolbar by adding or
removing buttons.
• Refresh Data: Updates information for the currently selected employee or all the
employees currently being displayed in the employee list box.
• Backup: This has the following two submenu choices:
a. Run Backup: Creates a backup file on demand.
b. Setup Backup: This allows you to configure an automatic backup.
• Upgrade Time Guardian: Allows you to upgrade from a capacity of 100 to 250 employees.
• Print: Used to print Time Guardian Reports.
• Exit: Used to exit the Time Guardian application.
Employee Menu
The “Employee” menu allows you to add an employee or select an employee. Click on
Employee from the main Time Guardian screen view and the first dropdown menu will appear.
If the QuickBooks Payroll Interface has been selected (see Payroll Interface Creation).
Descriptions of the Employee submenu functions follow:
• Add Employee: this option allows you to add a new employee to your Time Guardian
system.
• Select Employees: this option allows you to limit the employees being seen in the
Employee List box based on selections made on the Department or All Employees filter.
• Sync Employee(s) with Payroll: If QuickBooks is installed on the local PC and the
QuickBooks application is running, this option synchronizes the selected employee(s) Time
Guardian information with QuickBooks.
3-2 Time Guardian v3.5 User’s Guide
Display Menu
The “Display” menu allows you to select how you want information presented to you on the
main screen. Click on Display from the main Time Guardian screen view and the following
dropdown menu will appear:
Descriptions of the Display submenu functions follow:
• Report or Payroll: Selecting this option will hide the Hours Grid and maximize the view of
the Report or Payroll being displayed.
• Hours Grid: Selecting this option will hide the Report or Payroll section in the main view and
maximize the view of the Hours Grid.
• Both: This is the default setting and it displays both the Hours and Report information in the
main view.
Communication Menu
The Communication menu is used to remotely perform functions on active terminals from the
Host PC. It is divided into two groups, those functions distinct to Time Guardian terminals and
for polling and downloading to the Time Guardian and HandPunch (HP) terminals. For more
information on an HandPunch Terminal purchase, call or email Time Guardian support. Click on
Communication from the main Time Guardian screen view and the following dropdown menu
will appear:
The MTX submenu selection allows you to perform the following operations on all active Time
Guardian terminals. Click on MTX submenu from the Communication menu and the following
pop up menu will appear:
Descriptions of the Communication/MTX submenu functions follow:
• Auto Update: Confirms that the clock and the Host PC are communicating, assigns a
terminal number and the Daylight Saving Time settings to the terminal including Door
Access and Bell Schedule. This action will also set the time display of the terminal as
determined by the PC settings.
• Initialize: This function will reset the terminal back to factory settings and clear the memory.
You should wait one minute between performing this operation and punching at the
terminal. After performing Initialize function, you will have to perform Auto Update function
again.
Time Guardian v3.5 User’s Guide 3-3
• Memory Dump: Uploads all the punch data currently at the terminal to the PC and resets
the memory pointer to the start. This function is useful should there be a catastrophic data
loss. If this function is performed with active data, duplicate punches may be created.
• Clear Transaction: This will clear the entire memory of the terminal and reinitialize it to
factory settings.
The Poll/Download submenu selection allows you to perform the following operations on all
active Time Guardian and HandPunch terminals. Click on Poll/Download submenu from the
Communication menu and the following pop up menu will appear:
Descriptions of the Communications/MTX and HandPunch functions follow:
• Polling: This operation collects the most recent data from the terminal. When checked,
Time Sync. performs time synchronization between the Host PC and the terminal including
Daylight Saving settings.
• Downloading: Sends Daylight Saving Time (DST) settings, employee assignments and
Bell and Door Schedules to the terminal.
Setup Menu
The “Setup” menu provides access to four modules, which are: the Terminal Setup, Schedule
Setup, Wizard, and Login Profiles. Click on Setup from the main Time Guardian screen view
and the following dropdown menu will appear:
Descriptions of the Setup submenu functions follow:
• Login Profiles: This option allows you to add, modify and delete administrator, user profiles
for Time Guardian.
• Pay Policy: This option allows you to add, modify and delete pay policies for Time
Guardian. For more information, refer to Chapter 4: Using the Wizard
• Schedule Setup: Allows you to add, edit of delete Employee Schedules. For more
information see Schedule Tab (Schedule Administration).
• Terminal Setup: Enables Time Guardian to communicate with your terminal(s). This is
where you can configure terminals and/or locations. For more information see Clock Tab
(Communication Settings).
3-4 Time Guardian v3.5 User’s Guide
• Wizard: Basic: Contains three (3) tabs, including: General, Pay Policy, and Login. The
Wizard is the only place that changes can be made. For more information, refer to Chapter
4: Using the Wizard.
Advanced: Contains nine (9) tabs, including: General, Department, Pay Policy, Pay Code,
Exception, Schedule, Employee, Clock, and Login. The Wizard is the only place that
changes can be made to Pay Policy, Pay Code, Exceptions Tracking, Payroll Setup, and
Time and Hours Display format. For more information, refer to Chapter 4: Using the Wizard.
Grid Display Menu
The “Grid Display” menu allows you to select the way that punch information is presented in the
“IN” and “OUT” columns of the employee data field. Click on Grid Display from the main Time
Guardian screen view and the following dropdown menu will appear:
Descriptions of the Grid Display submenu functions follow:
• By Punched Time: Displays the employee’s actual punch as recorded at the terminal.
• By Rounded Time: Displays the employee’s time using the rounding rules of the Pay Policy
that the employee is assigned to.
Help Menu
The “Help” menu provides several options that will assist you in your use of the Time Guardian
software. Click on Help from the main Time Guardian screen view and the following dropdown
menu will appear:
Descriptions of the Help submenu functions follow:
• Help F1: Selecting this option will provide access to the entire User’s Guide, with searching
capabilities for better navigation. See Chapter 9, QS 9: Using On-Line Help of this guide for
more detailed Help information.
• Tools: Time Guardian comes with two built-in tools to assist you in the calculation functions.
These tools are Time Simulation and Hours Simulation. For further information on both of
these options, please refer to Chapter 7: Troubleshooting Calculations of this guide.
• About: This selection will provide you with the version of Time Guardian that you are
currently using. This information is required when placing a support call.
Time Guardian v3.5 User’s Guide 3-5
• Support: This selection will automatically create a zipped backup of your data and allow
you to send it directly to Time Guardian Support. For more information on this option, refer
to Chapter 2: General Installation Guidelines, and the section Time Guardian Basic
Customer Support in this Guide.
• XML Data: this selection will export payroll information for selected employees into a XML
file.
• WorkSheet: This selection will launch Adobe Acrobat and the appropriate PDF WorkSheet
file (Basic or Advanced).
• User Guide: This selection will launch Adobe Acrobat and the PDF User Guide file.
Custom Toolbar
Time Guardian’s Custom Toolbar is located below the Main Menu. This toolbar can be
customized according to your personal preferences by selecting the “Custom Toolbar” option
from the “File” menu (see the following figure). Once open, you have the option to add and
delete icons by dragging and dropping your selection to and from the toolbar. Select “OK” to
save your settings.
The following figure displays the default icon “Select Employee” on the far left, which is used to
filter the employees displayed in the Employee List. The figure also displays all the other
options available for the toolbar, which are: Communications (Polling and Downloading), Setup
(Wizard), Help (Help Menu) and Reports (Print Icon). For detailed instructions on creating a
Custom Toolbar, please refer to Chapter 9: QS 1: Creating a Custom Toolbar.
3-6 Time Guardian v3.5 User’s Guide
Report and Payroll Toolbars
Depending on what is active in the Report/Payroll View, one of the following toolbars will be
displayed to the right of the “Custom Toolbar.” When this area is blank, no report or payroll is
active. Below is a detailed description of the each of these toolbars.
Report Sizing and Scrolling Toolbars
The following icons will only be active when a report is being displayed in the Report/Payroll
view and are helpful when viewing a report with multiple employees. The plus and minus
magnifying glasses allow you to increase and decrease the view of a report from 1 – 11, the
default view (size) is 5. The scroll arrows allow you to move from employee to employee. The
icons will appear alongside the custom toolbar as:
The following is a description of these icons seen above, from left to right:
• Enlarge: Selecting the magnifying glass with the Plus sign will maximize the view of the
current report.
• Decrease: Selecting the magnifying glass with the Minus sign will return the view of the
current report to the default setting.
• Left Red Arrow: Selecting this icon will take you to the first record of the current report.
• Left Yellow Arrow: Selecting this icon will take you back one record in the current report.
• Right Yellow Arrow: Selecting this icon will take you forward one record in the current report.
• Right Red Arrow: Selecting this icon will take you to the last record of the current report.
Payroll Interface Toolbar
The following icons will only be active when a payroll file is being displayed in the
Report/Payroll view. They are, from left to right:
• Save Payroll Settings: The Save Payroll Settings
for the selected payroll company.
icon saves all data entry made
• Run Payroll: The Run Payroll
icon creates the export file for the active pay period.
This file will be saved to the directory indicated in the payroll settings.
• Payroll Pages: The Payroll Pages
icons allow you to navigate through
each of the payroll settings. For example, the following are four pages of payroll settings for
QuickBooks interface:
Time Guardian v3.5 User’s Guide 3-7
Page 1 of 4
Upon clicking "QuickBooks hours integration", the following will appear:
Page 2 of 4
3-8 Time Guardian v3.5 User’s Guide
Page 3 of 4
Page 4 of 4
Grid Display Toolbar
Time Guardian allows you to change the data displayed in the Report/Payroll view, Hours Grid,
and the Employee Totals. This two-part view displays the date range of the pay period currently
being displayed and its relative pay period. Use the red arrows to advance or scroll backward
through the data.
You can also left mouse click on the Current Pay Period arrow button to open the Pay
Period Selection menu as illustrated below. This menu will allow you to choose the direction
(before, after, previous, current) and number of pay periods to move the Current Pay Period
date.
Time Guardian v3.5 User’s Guide 3-9
Reports and Payroll List
Located to the left of the Main view, the Reports and Payroll List box displays icons of the nine
reports available, and the Payroll Interface icon. To select a report, click on the icon and the
report will be displayed in the Report view of the Main screen. The Payroll Interface can be
launched in the same manner. For more information about Reports and the Payroll List, please
refer to Chapter 6: Reporting Functions.
The following illustrates how the Reports and Payroll Icon List appears:
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Report and Payroll View
Located to the right of the Report List and below the Icon menus, the Report/Payroll view
displays the currently selected Report or Payroll. If no report or payroll is selected, this section
will be blank. By default, both the Hours and Reports/Payroll windows are displayed. To view
only the Report/Payroll, select Display from the Main menu, and then choose the submenu
Report or Payroll to remove the Hours Grid Display from the view. Use the Report Sizing and
Scrollbar icons to move throughout the selected report. For more information about Reports,
please refer to Chapter 6: Reporting Functions. The following are examples of the Report and
Payroll views located on the Main screen:
Report View
Payroll View
Time Guardian v3.5 User’s Guide 3-11
Employee List
The Employee List is Located below the Report/Payroll View and to the left of the Hours Grid
View. The Employee List displays all of the employees currently in the system or employees
that were selected using the Select Employee sort function. As seen in the example, the icon
for the selected employee changes from multiple heads to a single head, indicating that this is
the active employee. The name and badge number will also be displayed on the Status Bar at
the bottom of the screen.
To move from one employee to another, left mouse click on the desired employee. To open an
employee’s record, double click on that employee’s name.
Right mouse clicking inside the Employee List will display a dropdown menu (see above
example) that will allow you to select one of the following operations:
• Add Employee: Allows you to add a new employee.
• Delete Employee: Allows you to delete the selected employee.
Rather than deleting an employee, it is recommended that you make them inactive so that
data can be referred to for historical purposes.
• Employee: Opens the Employee Maintenance screen.
• Department: Allows you to add, edit, and delete departments.
• Schedule: Allows you to add, edit, and delete schedules.
• Sort By: This option allows you to select the sorting method of the Employee List. The
following options are available: Employee Number, Badge Number, Last Name, First Name,
or Department.
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Hours Grid View
The Hours Grid displays all of the information pertaining to the currently selected employee as
shown in the following example. The scroll bars will allow you to scroll through data that does
not fit on the screen. A consistent reference point is the date column, which is fixed as the first
column starting from left to right. All other data may vary depending on where you are in the
Hours Grid. The information displayed in the grid can also be varied based on the selections
made during the setup Wizard.
The following is a detailed description of the Hours Grid columns:
• Date: A fixed heading displaying the dates of the active pay period.
• Blank: A blank column will appear before each IN and OUT punch. These fields will indicate
the date that the punch was recorded on.
• IN: By default, Time Guardian displays two IN columns. However, if more than four punches
are entered on a day, an additional row will be automatically added to accommodate the
punches.
• OUT: By default, Time Guardian displays two OUT columns. However, if more than four
punches are entered on a day, an additional row will be automatically added to
accommodate the punches.
The time displayed in the IN and OUT columns can vary based on selections made during
the setup Wizard. The Grid View option of the Main menu will allow you to modify how the
time is displayed. The default display is Rounded Time.
• Total: This column will display the total number of hours worked in a day.
• Exceptions: If you select Exception Tracking in your setup, this field will display the flags.
• Schedule: This column will display the scheduled IN and OUT time assigned to an
employee. If no schedule is found for the employee, “No Schedule” will be entered as a
default.
• Pay Code Breakout: Time Guardian has nine Pay Codes to choose from and selections
made during setup will determine what Codes are displayed. Employee hours will be
displayed accordingly.
• Tip/Bonuses Pay Codes: Time Guardian allows you to track Tips and/or Bonuses based
on selections made during setup. For more information on these Pay Codes, please refer to
Editing Employees, page 4-27.
• OT Before: As determined by your initial setup, overtime hours must either be authorized or
are automatically calculated. This field displays the default selection for your system. For
information on editing this column, please refer to Employee Tab (Employee Administration,
page 4-22.
• OT After: As determined by your initial setup, overtime hours must either be authorized or
are automatically calculated. This field displays the default selection for your system. For
information on editing this column, please refer to the Employee Tab (Employee
Administration, page 4-22).
Time Guardian v3.5 User’s Guide 3-13
Right mouse clicking anywhere in the Hours Grid will display the following dropdown list:
The location of the cursor when you right mouse click will determine the highlighted options
available to you.
Edit menus can also be entered by double clicking in the field (the fields must contain data
to be edited) you wish to edit.
The following options for the Edit menus are listed below:
• Edit Hours: This option is active when the cursor is in any of the “Hour Pay Codes” areas.
This selection allows you to add employee hours. All edits are displayed in red.
• Delete Hours: This option is active when the cursor is in any of the “Hour Pay Codes”
areas. This selection allows you to delete employee hours.
• Add Punch: This option is active when the cursor is in any of the “IN” or “OUT” columns.
This selection will allow you to add a punched time in an area where a punch is missing. All
added punches are displayed in red.
• Edit Punch: This option is active when the cursor is in any of the “IN” or “OUT” columns.
This selection will allow you to edit an existing punch. All edited punches are displayed in
red.
• Delete Punch: This option is active when the cursor is in any of the “IN” or “OUT” columns.
This selection will allow you to delete an existing punch.
• Exception Reason: This option is active when the cursor is in the “Exception” column. This
selection will allow you to add reasons to explain existing exception flags.
• Edit Dollars: This option is active when the cursor is in any of the “Dollar Pay Codes”
areas. This selection allows you to add or modify the dollar amount assigned to any
employee for that day.
• Edit Authorization: This option is active when the cursor is in either the “OT Before” or “OT
After” columns. This selection allows you approve Overtime on a daily or weekly basis.
• Cut: This feature allows you to remove data from a field. CTL+X is the shortcut for this
feature.
• Copy: This feature allows you to copy data from one field to another. CTL+C is the shortcut
for this feature.
• Paste: Once data has been Cut or Copied, this function allows that data to be placed in
different fields by using the Paste function. CTL+V is the shortcut.
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Adding, Editing and Deleting Employee Punches
The following is an example of the Add, Edit, and Delete Punch screens in a side-by-side view.
This is done to demonstrate the similarities in these functions. Each screen displays the
Employee Name, Punch Date, Punch Day and Punch Time.
Add Punch
The Add Punch module is accessed by double clicking on the desired IN or OUT punch field or
right mouse clicking in the field to reveal the dropdown menu and selecting Add Punch. Enter
the time in the Punch Time field and select Save to close the module.
Added or Edited punches or hours will be displayed in red.
Edit Punch
The Edit Punch module is accessed by double clicking on the desired IN or OUT punch field or
right mouse clicking in the field to reveal the dropdown menu and selecting Edit Punch. The
current time will be highlighted in the Punch Time field. Edit the punch and select Save to close
the module.
Added or Edited punches or hours will be displayed in red.
Delete Punch
The Delete Punch module can only be accessed from the “Delete Punch” option of the
dropdown menu. Right mouse click on the punch to be removed to display the dropdown
menu, and select Delete Punch. The current time will be highlighted in the Punch Time field.
Select the Delete button to remove the punch and automatically close the module.
Once deleted, the only record of the original punch will be in the Audit Trail Report.
Assigning Reasons to Exception Flags
Exceptions are displayed in the Exceptions column of the Hours Grid. Exceptions flags will vary
depending on the selections made during the setup Wizard. When an Exception appears for an
employee, Time Guardian allows you to associate a reason for that flag which will be displayed
as part of the Exception Report. Double clicking on the desired field accesses this module (see
the following figure for an example). You can also right mouse-click in the field and select the
Exception Reason option from the dropdown menu. The Employee Name, Exception Date and
a list of the exceptions for the day will be displayed. The cursor will appear in the Reasons field
where you can enter the desired comments for the reason. Select Save to exit.
Time Guardian v3.5 User’s Guide 3-15
Editing Punches During Daylight Saving Time
During Daylight Saving periods, edited punches are displayed in red. Edited Daylight Saving
Time punches will be displayed in green, and punches adjusted by Time Guardian for Daylight
Saving Time are displayed in blue.
Editing Employee Total Hours, Tips and Bonuses, and Rates (Wages)
The following figure is an example of an Edit Dollars Pay Code box for Tips/Bonuses. Each
view box displays the Employee Name, Punch Date and Punch Day.
The Edit Pay Codes Balance module is accessed by double clicking on the desired field or right
mouse clicking in the field to reveal the dropdown menu. Edit Pay Code is used in two ways: to
edit a pay code balance for adjustment purposes or to add hours for an employee who may be
on vacation or absent.
Each pay code being used by your system has a separate pay code column. Once open, enter
the desired amount in the New Balance field, along with comments associated with the
changes in the Comment field. Select Save to close the module.
When entering a Tip or Bonus code for the first time, the Current Value field will be blank. When
editing an existing code, this field will contain the current value. In both cases, enter the desired
amount in the New Balance $ field along with the comments associated with this action and
select Save to update and close the module. Even though this field contains a dollar value, the
only time a decimal is needed is when entering a number like 5.25.
Added or Edited punches or hours will be displayed in red.
3-16 Time Guardian v3.5 User’s Guide
The following figure is an example of a Wages box for Employee Wages. Each Employee
Wages box displays the Employee Name, Date (effective date), and Rate.
You can Add, Edit, or Increase (by percentage) Wages from the following Rates screens:
Editing Overtime Authorization
The following is an example of the Overtime Authorization module for a scheduled employee.
Double clicking on the desired field or right mouse clicking in the field accesses the Edit
Authorization module. A dropdown menu will be displayed, allowing you to select Edit
Authorization.
Time Guardian allows you to select “Yes” or “No” for authorization for a given day. To apply
authorization for the entire week, select “Applies for all days in Pay Period” box. Once your
selection has been made, select OK button to close the module.
Time Guardian v3.5 User’s Guide 3-17
Authorizing Non-Scheduled Hours
To authorize hours for an employee who has worked on a Non-Schedule day, double click in
either of the OT fields. The following Overtime Authorization screen will appear with the “All
Day” check box. Select the OK button to have Time Guardian calculate hours for that day.
Note: If you answered yes to the question “Do hours worked on an unassigned schedule
require authorization?” in the setup wizard, this option will make it easier to authorize
hours for the employee. Until the hours are authorized, no hours will be calculated for the
employee.
Pay Period Hours, Wages and Dollar Totals
The Main view displays the Hour, Wage, and Dollar totals for the selected Pay Period of the
currently selected employee. The totals are sorted by pay code. As seen in the following
example illustration, the number of Pay Codes displayed will vary based on your configuration.
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