Royal TIMEPILOT VER5 GOLD User Manual

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PC-Based Time Management System

Consumer Information Products, Inc.

379 Campus Drive, 2nd Floor Somerset, NJ 08875

TimePilot

Instruction Manual

Table of Contents

Introduction..................................................................................................3

Installing the Hardware ..............................................................................5

Using the Software.......................................................................................12

Configuration Manager...............................................................................13

In/Out Manager ...........................................................................................25

Transaction Manager..................................................................................27

Payroll Processing........................................................................................33

Clocking In and Out....................................................................................37

Keeping Your Clock Accurate....................................................................39

TimePilot Accessories and Upgrades.........................................................40

Limited Warranty........................................................................................41

Safety and Legal Notices .............................................................................43

Licensing Agreement...................................................................................44

Technical Support........................................................................................46

TimePilot User Manual 2

Introduction

Congratulations and thank you for purchasing the Royal TimePilot time and attendance system. The system has

been designed to grow with your business and be flexible enough to accommodate a business’ changing needs. We've worked hard to make it a thorough and easy-to-use time and attendance system. We're sure it will cut your payroll processing time by hours and virtually eliminate mistakes.

Before you start, we suggest you use Windows Explorer to locate the “readme.txt” file on the CD. Double-clicking on the file will open it for reading. The file contains a list of the other useful (and essential, in some cases) software on the CD as well as late-breaking release notes.

How does the system work?

TimePilot stations are connected by cable to a communications adaptor that is attached to a USB port on your personal computer. Each time an employee clocks in or out, the station sends that information to your PC, where it is recorded either on the PC’s hard drive or a network server.

If you have a network, you can have multiple time clocks. In this system, each clock feeds its data to a PC, and each PC then transmits the data through your network to the server.

That’s an important feature of the Royal TimePilot system: Data is stored in a safe, central location--not on individual time clocks throughout your facility. The stations all display the same time, because they use the clock of the computer or server that stores the data.

Did an employee clock in twice by accident or forget to clock out? No problem. Supervisors can use the TimePilot Transaction Manager to correct errors. When it comes time to do the payroll, just click a button and choose your payroll package from the list provided. TimePilot will prepare the data in the correct format. Then start your payroll package and import the data file created by TimePilot.

What’s an iButton?

The iButton is an electronic chip encased in a stainless steel container smaller than a dime. The waterproof container is attached to a plastic keyfob that fits on a keychain.

Each iButton has a unique ID number, which is detected by the time clock when the employee taps his or her iButton to it.

The iButton has a far longer life than magstripe cards--it's much more durable and not subject to demagnetization, as magstripe cards are--and works as well in dirty environments as it does in offices.

It's also safe to carry in a wallet or purse because it will not demagnetize credit cards. And employees don't feel as fearful about a loss of privacy as they do with biometric systems.

System requirements

• IBM-compatible PC with Pentium 166 or higher processor.

• Operating system: Windows 98 (Second Edition), NT, ME, 2000, XP or above.

• CD-ROM drive.

• Open USB port that can be

dedicated to the TimePilot System

• Internet access for updates and support.

• 128 megabytes RAM

• 50 megabytes free hard disk

space.

• Color monitor with a minimum resolution of 800 x 600 pixels.

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Getting started

To get TimePilot up and running, we suggest the following steps:

1. Mount the stations and run the cable..

2. Install the software.

3. Set up employees and their iButtons.

4. Plug the time clock system into your PC.

The next sections of this manual will guide you through the process.

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Installing the hardware

Communications Cable USB Cable

USB Adaptor

Power Supply

Time Clock Station

Getting started

Installing the Royal TimePilot system is a simple process--not much different than installing a printer on your computer. The following pages will describe the process in more detail, but here is an overview of the process:

1. Plan the TimePilot system. Where will the time clock be located? Where will the PC running the

TimePilot software be located? Will you store your data on your PC or on a server?

2. Run the Communications Cable from the PC to the time clock station.

3. Mount the time clock stations and attach the cable to them.

4. Install the TimePilot software.

5. Plug the power supply into an AC wall socket and the USB Adaptor.

6. Plug the cable from the time clock station into the USB Adaptor, then plug the USB cable into the

adaptor.

7. Plug the USB cable into the PC. The software will find the time clock and start the setup process. Note:

Please be sure you have installed the software before taking this step.

Planning the system

Decide where to put the time clock station

Your first step should be to decide where the station will be located. Usually, this will be either at a central location in your facility or at the employee entrance. The TimePilot station should not be placed outdoors—it is not designed to be exposed to the elements.

TimePilot tip

Moving your system

If you decide to move your PC or any part of the TimePilot system after completing your installation (for instance, moving the clock from one wall to another), please shut down the PC first, then unplug the power supply from the USB Adaptor. Neglecting to so do could damage your system.

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The station can be as far as 4,000 feet from the PC. The system comes with 50 feet of cable, but longer lengths of cable can be ordered from www.TimePil ot.com.

Simple setup: Data collected at PC and prepared for payroll at the same PC

Communications Cable USB Cable

USB Adaptor

Power Supply

Time Clock Station

Network setup: Collect data on server, work with data at PC

Choose the computer on which you'll be running the TimePilot software.

There are several points to remember when deciding which computer to use:

• The TimePilot software on your PC must be running at all times to keep the entire system operating, but the PC can still be used at the same time for other tasks, such as word processing, working with spreadsheets or browsing the Internet.

• The TimePilot data will be used by the person who processes payroll.

 If you aren't on a computer network, it's probably easiest to connect the TimePilot system to the

computer that also runs your accounting package. By doing that, exporting the payroll data from TimePilot and importing it into your accounting program will be a breeze.

 If you’re on a network, we suggest setting up a place on the server to contain the data collected by

TimePilot. Make sure the server can be mapped to the computer used by the person handling payroll so they will have access to the data.

• One of the unique features of TimePilot is the In/Out Manager. Many of our customers also run the TimePilot software on a PC at the receptionist's desk, so he or she can determine immediately whether an employee is available.

TimePilot User Manual 6

Running the cable

Running the cable for the Royal TimePilot system is the next step. Essentially, the cable runs from the time clock to the USB Adaptor.

The following guidelines should be observed:

• Use the cable provided by Royal; longer lengths and/or additional

cable are available. (For details, see page 40.)

• The station can be as far as 4,000 feet from the PC.

• The cable can be run through walls, over drop ceilings, through attics, etc. When pulling through walls, be

careful not to damage the connectors at the ends of the cable or the cable itself.

• The cable should not be run through conduit that includes high-voltage wiring or run over fluorescent

lighting ballasts. These may cause electrical interference and affect the transmission of data over the cable.

• In most installations, cable will emerge from the wall behind the station. This is the most secure setup--the

cable is not visible to the user and thus there's less temptation to tamper with the system.

Warning

 The Communications Cable is a custom cable. Additional lengths and custom lengths must be

ordered from Royal or TimePilot only. (See Page 40.) Use of any other cable may damage the unit and will void the warranty.

 The Communications Cable carries a small electrical current. There is a risk of electric shock if

you cut or tamper with the cable. You should run the Communications Cable from the USB Adaptor to the TimePilot time clock station with both ends of the cable unplugged.

Mounting the stations

TimePilot stations may be mounted on a wall or on any other flat surface.

• If you wish to have the time clock sit on a desk, simply swing out the stand from the back of the clock.

• To mount the clock on a wall, use four screws to attach the clock to the wall. The recommended

placement on a wall is to have the top of the station 5 feet off the floor. At this level, it's easiest for employees of all heights to see the LCD screen.

The yellow Communications Cable runs from the clock to the USB adaptor. It plugs into either of the two jacks on the back of the clock and into the single jack at the black end of the USB adaptor. You have a choice when running the cable through your facility--it can approach the clock from the top or bottom (use the channels molded into the back of the clock to route the cable) or emerge from the wall directly behind the clock. We suggest having the cable emerge from the wall directly behind the clock to discourage employees from tampering with the cable.

Plug the power supply cable into the silver, rounded end of the USB adaptor and the

USB Adaptor

other end of the power supply into a power outlet. As with all electronic equipment, we suggest using a surge protector to protect your equipment.

Next, plug the USB cable into the USB adaptor. You'll hear a faint "click" when the connection is made. Do not plug the other end of the cable into your computer’s USB port until instructed to do so later in this section.

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Installing the TimePilot software

1. Place the TimePilot CD in the CD drive of the computer that will be used with the system. The installation program should start automatically. If it does not, you probably have the W indows "Autorun" feature turned off. If so, you can use Windows' "Run" feature: Click the "Start" button, choose "Run..." from the menu that pops up and enter D:\Intro.exe in the box, where D is the letter of your CD drive.

2. The opening screen of the software will appear. Click the "Install Software" button to start the installation process.

3. Some users may receive a notice that Microsoft’s .Net Framework 2.0 needs to be installed. If so, click “Accept” to continue the installation.

4. The Program Selection screen (right) will appear. You can choose any or all of the selections. For details on each, see the appropriate chapter in this manual.

• Management Console: This consists of

Configuration Manager and Transaction Manager, two password-protected functions that are used by managers. Configuration Manager is used to set up your company on the system and add and delete employees; Transaction Manager is used to examine and manipulate your employees’ time and attendance data as well as run reports and prepare the data for payroll.

• Hardware Manager: This controls the time clock’s operation and should be installed on the PC that

will be connected to the time clock.

• In/Out Manager: This is simply an electronic In/Out board, which shows at a glance and in real time

who is at work and who is not. This could be installed, for instance, at a receptionist’s desk.

When you have made your selections, click “Next.” The installation will start.

5. When the installation is complete, a TimePilot icon (right) will be installed on your desktop and Program Manager (far right) will start with two available buttons: Configuration Manager and Hardware Manager. If Program Manager does not start automatically, click the TimePilot icon on your desktop.

6. You’ll be asked to register your software. Your product serial number is on the inside front cover of this manual.

7. Program Manager will re-appear. Click the Configuration Manager button.

8. Configuration Manager will ask you where you want to save your TimePilot data. Choose a drive on your PC or server.

9. Next, the Configuration Wizard will start. The Wizard will lead you through the steps necessary to set up your company and employees on the TimePilot system software. For more on the Wizard, see the section on Configuration Manager in this manual.

10. When you've completed the Wizard, close Configuration Manager and return to Program Manager.

TimePilot User Manual 8

Completing the installation

1. Check all connections to make sure they are secure. Then, with your computer running, plug the USB cable into an open USB port on your computer.

2. A screen like the one above will appear. Click "No, not this time" and then "Next."

3. Make sure "Install the software automatically (Recommended)" is chosen, then click "Next."

4. The drivers for the USB adaptor will start installing.

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5. Partway through, you may see the warning box above. Click "Continue Anyway."

6. Click "Finish."

7. Click the Hardware Manager button to start your TimePilot system.

TimePilot User Manual 10

TimePilot tip

Keep the software running

The Hardware Manager must be running in order for the TimePilot system to operate. The software can run in the background, allowing you to perform other tasks on your PC. To do this, simply click the Hardware Manager’s “Hide” button. The Hardware Manager will keep running, but the only sign of it will be the icon in your computer’s system tray, as seen here.

TimePilot User Manual 11

Using the software

This section covers the use of the Royal TimePilot software, from setting up your employees on the system to preparing your data for payroll.

First, you’ll use the TimePilot Configuration Wizard to tell the software about your company work policies. In a simple, step-by-step process, you’ll fill in the blanks to tell the software when you pay overtime, your overtime rate, your shift schedules, your holiday schedules and many other things that affect your employees’ hourly pay. Then you’ll set up each employee on the system and assign iButtons to them.

Next, you’ll learn how to use the TimePilot In/Out Manager to see whether an employee has clocked in.

Finally, you’ll learn how to use TimePilot’s Transaction Manager to get the employee data ready for payroll. You’ll use the Transaction Manager to correct employee clock-ins or outs, to save each pay period’s data in a separate file, prepare the data in that file for payroll and print out reports on individual employees or groups of employees.

Let’s get started!

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Using Configuration Manager

Getting started

Before the TimePilot software can begin tracking your employees' work, you must give it the information it needs to do the job. The Configuration Manager is where this is done. In this part of the program, you'll let TimePilot know detailed information about y ou r pa y policies, overtime policies, vacation policies, etc., as well as set up each employee's information.

It's a straightforward, step-by-step process, but it needs to be completed before the TimePilot system can go to work. During the process, you'll be asked to set up:

• Pay Periods • Pay Types • Holiday Schedules • Auto Lunch function

• Company Profile • Shift Schedules • Employees • On Time function

• Overtime Policies • Departments • Passwords • Snap-To function

Each of these tasks may be completed separately, but probably the easiest way for a new or an experienced user to do it is to use the Configuration Wizard. The wizard will lead you through each of the above tasks and offer extra advice and tips so you can make the best choices for your company. The Configuration Wizard should start automatically the first time you run the software. If it doesn’t, start Configuration Manager, click on the “Setup” menu and then choose “Configuration Wizard.” Details are below, under the section about the Setup menu.

To start Configuration Manager, follow th ese ste ps:

1. Make sure the TimePilot software has been installed.

2. Click the Start button, then go to All Programs > TimePilot and click on Program Manager. Program

Manager is where all the elements of the TimePilot software can be accessed.

3. Click the “Configuration Manager” button.

4. You’ll be asked to set a password. Do so, then click OK. Note: We strongly suggest setting your password to something uniqu e to your company after you set up your system. If necessary, you can change the password later in Configuration Manager’s “Setup” menu. If you forget your password, please contact technical support.

Now you’re in Configuration Manager.

With the Configuration Manager started, you’ll see a series of drop-down menus across the top of the page. Here’s a description of each menu item and its contents:

TimePilot User Manual 13

File

• Transaction Manager: A quick way to open Transaction Manager. Configuration Manager remains

open in a window on your screen that’s behind Transaction Manager.

• View/Print Employee Setup: Gives a printable summary of each employee’s data that was entered

when they were set up on the TimePilot system.

• Data Location: Tells where the file is that holds employees’ clock-in and clock-out data. This

function might be used if, for instance, you move the TimePilot data files to another drive or folder.

• Exit: Quits Configuration Manager (but the TimePilot software continues to run).

Sort

Arranges the list of employees by name, their user ID, alternate ID, company, department or shift.

Options There are several submenus here: Station Options, Identification Options, Time Format and Rounding. Choices made here apply to all employees and/or all TimePilot stations.

• Station Options: This menu controls what employees can do or see at each TimePilot time clock station.

 Enable In/Out Buttons: When this option is checked, employees can clock in or out at the station

(s). When it’s not checked, the buttons don’t work. Generally, the box should be checked.

 Enable On Site/Off Site Buttons: When this option is checked, employees can use the station to

designate themselves off site or on site. They will show up in the In/Out Manager as available or not available. This function is available whether or not an employee is clocked in.

 Enable Employees to Use Their Four-Digit ID Number: If you want to offer your employees a

choice of using their iButton or a four-digit ID number to clock in, make sure this option is checked. This option should also be checked if you are not planning to use iButtons. (The ID number is assigned by the TimePilot software when the employee is set up in the system. To see an employee’s ID number, double-click an employee’s name to call up the Employee Setup information.)

 Enable Messaging: When this option is checked, messages sent to the employee will appear on the

screen when he or she clocks in or out. Messages are created and sent using the In/Out Manager. For details on creating and sending messages, see the section titled “Using In/Out Manager”; for details on retrieving messages, see the section titled “Using the TimePilot Station.”

 Display Employee Hours: When this option is checked, employees will see their total hours worked

for the pay period when they clock in (if they have no messages).

• Identification Options: Choose “iButton Time Clock Station.”

• Time Format: Choose from a.m./p.m. format or 24-hour (“military time”) format.

• Rounding: It’s often desirable to round transactions to a “round number”; for instance, to avoid having to

calculate 1 or 2 minutes of overtime or penalizing an employee who starts work a minute late. This is where you set the amount of rounding your company allows (if any). Rounding is explained in detail and illustrated with an example when you click on this menu choice.

Setup

(Detailed explanations of many of these functions follow this section.)

• Configuration Wizard: Guides you through the setup process, including all the items below.

• Pay Periods: Sets the period of time each paycheck covers (weekly, bi-weekly, semi-monthly, monthly).

• Company Profile: Sets up company information.

• Overtime: Sets up overtime policies.

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• Pay Types: Sets up pay types, which are used when you add employees to the system.

• Shift Schedules: Sets the schedules for various shifts.

• Departments: Sets up department information .

• Holiday Schedules: Sets up holiday schedules.

• Employee: Adding, modifying and removing employees from the system.

• Password: Allows you to change your password or not use a password at all.

Note: We strongly suggest

setting a password to something unique to your company after you set up your system.

• Auto Lunch Setup: Sets up a function that adds an automatic lunch transaction so employees don’t have

to clock in and out for their lunchtime.

• Excess Transactions Setup: Sets the period of time when all but the last in a series of transactions by an

individual employee will be removed. For instance, if an employee clocks out when he or she meant to clock in, realizes the mistake and clocks in a minute later, the erroneous clock-out will automatically be removed.

• On Time Setup: Allows you to label transactions as “In early,” “In late,” “Out early,” or “Out late” based

on parameters you set.

• Snap-To Setup: Among its functions: allows employees to clock in early but not go “on the clock” until

their scheduled starting time.

• Bonus/Penalty Setup: This function allows you to set up systems of bonuses and penalties for time

worked on various days.

Setup menu in detail

Configuration Wizard

What's the Configuration Wizard?

The Configuration Wizard leads users through the steps necessary to set up their TimePilot system software in a simple question-and-answer format. While it is designed for first-time users of the system, it can be used at any time to set up or adjust software settings.

Here's how to run the Wizard:

1. Make sure the TimePilot software has been installed.

2. Double-click on the TimePilot icon on your desktop to start the Program Manager.

3. Click the Configuration Manager button.

4. You'll be asked for your password to enter the Configuration Manager. If this is the first time you've

used the TimePilot software, you can set your own password. We strongly suggest changing your

password to something unique to your company after you set up your system.

5. Click "Setup" in the menu bar.

6. Click "Configuration Wizard" and follow the screen prompts.

Note the tips for each stage of the setup that appear at the left side of the Wizard. Clicking the “Help” button on any screen in the wizard will give you even more detailed instructions and tips on how best to answer the questions.

Set up pay periods

What’s a pay period?

A pay period is the period of time over which a company compiles an employee's hours worked for the purpose of financial compensation. The most common pay periods are one week, from Sunday to Saturday, or two weeks, from Sunday to Saturday.

To set up pay periods, do the following:

1. Start Configuration Manager.

TimePilot User Manual 15

2. Click on “Setup” at the top of the screen, then choose “Pay Periods” from the drop-down menu.

3. To create a new pay period, click on the "Add Pay Period Definition" button.

4. Give the new pay period a name, then click on the button that describes your pay cycle:

• Weekly means every seven days (52 pay periods a year).

• Biweekly means every two weeks (26 pay periods a year).

• Semimonthly means twice a month, usually on the 1st and 15th days of the month (24 pay

periods a year).

• Monthly means once a month (12 pay periods a year).

Note: If the ending date of your pay periods varies each month, use the semi-monthly pay cycle and leave

the “Date Pay Period Starts” at the first and 15

of the month; you’ll be able to set the beginning and end of the pay period when you extract it. Extracting a pay period is explained in detail in the chapter on the Transaction Manager. Depending upon your pay cycle choice, the following items may appear:

First Day of Week: If you chose a weekly or biweekly pay period, click on the day of the week your pay period starts. If you chose semi-monthly or monthly, you won't have a choice here because your pay periods will start on different days.

Week Definition: If you chose a semi-monthly or monthly pay period, and your company bases its overtime pay on the number of hours worked in a week, you'll need to let the software know the day on which your workweek starts. If you chose a semi-monthly or monthly pay period, and your company does not have an overtime policy based on the number of hours worked in a week, choose any day; it doesn't matter.

Time Pay Period Starts: This entry tells the software when your pay period begins. Be sure to give this some extra thought! If you set the time of day to when your earliest employee starts

work, if he or she clocks in early, it will be recorded in the previous pay period. A much better idea is to choose a time that will safely cover all clock-ins and clock-outs in the pay period. For example, if your employees work Monday through Friday from 8 a.m. to 5 p.m., we suggest setting the time of day to 12:00 a.m. (midnight).

Date Pay Period Starts: If you chose a semi-monthly pay period, choose a day of the month (such as the 1st) for the first payday and the second payday (such as the 15th). If you chose a monthly pay period, choose a day of the month for payday.

5. Click OK to return to the opening Pay Periods screen, then click OK again to return to Configuration

Manager.

To edit a pay period, click on the period you want to edit in the list of available periods, click the "Edit Pay Period Definition" button and follow the instructions above.

To delete a pay period, click on the period you want to delete in the list of available periods and the click "Delete Pay Period Definition."

Set up a company profile

What's a company profile?

A company profile is the record of details about your company. The TimePilot software can accommodate as many as 3 separate companies, each of which can have a different pay period. To set up a company profile, do the following:

1. Start Configuration Manager.

2. Click on “Setup” at the top of the screen, those choose “Company Profile” from the drop-down menu.

TimePilot User Manual 16

3. To create a new company profile, click on the "Add a Company Profile" button. Give the new company profile a name in the pop-up box and choose a pay period to associate with it. You can always change the pay period by using the "Edit Company Profile" function. Click on the "Address" and "Report Data" tabs and fill in as much information as you like about the company.

4. When you’re done, click OK.

Set up overtime policies

What's an overtime policy?

An overtime policy determines when employees will receive overtime pay. The TimePilot software allows companies to have as many as 10 different overtime policies for various groups of employees.

To add, edit or delete an overtime policy, do the following:

1. Start Configuration Manager

2. Click on "Setup" at the top of the screen, then choose "Overtime" from the dropdown menu.

3. Click the appropriate button. If you're adding a policy, click the "Add Overtime Policy" button and follow the instructions below. If you're editing an existing policy, click on the name of the policy in the list of existing policies and the click the "Edit Overtime Policy" button. If you're deleting a policy, click on the policy and then click the "Delete Overtime Policy" button.

4. Type a name for the policy in the box at the top, and answer the questions regarding your overtime policies.

5. Click on the Pay Rate #1 tab. (Each overtime policy must have at least one pay rate; whether you use the second rate is up to you.)

6. By default, TimePilot uses a time-and-a-half pay rate for overtime. If your company's policy is different, change the rate to an appropriate amount.

7. If you offer overtime for hours worked in a day, click the "Enabled" checkbox in the "By Day" box, then enter the number of hours that must be worked before overtime begins. The default is 8 hours.

8. If you offer overtime for hours worked in a week, make sure "Enabled" is checked in the "By Week" box, then enter the number of hours that must be worked before overtime begins. The default is 40 hours.

9. If your company has overtime rules for special days like holidays, weekends or sixth or seventh days worked in a week, complete the "By Special Day" category.

10. Do the same as above for Pay Rate #2, if you have one.

11. Click OK.

Set up pay types

What's a pay type?

A pay type is a combination of the policies you've set up in Configuration Manager. For instance, a pay type called

TimePilot User Manual 17

"Hourly" might include an overtime policy that you called Overtime #1 as well as sick pay, vacation pay and holiday pay. A pay type called "Salary" might include sick pay, vacation pay and holi day pay , but no ov ert ime pay. When you set up each employee, you'll assign him or her a pay type.

To create a pay type, do the following:

1. Start Configuration Manager.

2. Click on "Setup" at the top of the screen, then choose "Pay types" from the drop-down menu.

3. Click the appropriate button. If you're adding a pay type, click the "Add Pay Type" button. Type a name for it at the top of the box that appears, answer the questions, then click OK. If you're editing an existing pay type, click on the name of the pay type in the list of existing types and the click the "Edit Pay Type" button. If you're deleting a pay type, click on the type and then click the "Delete Pay Type" bu tton.

Note: If you’re setting up a pay type for salaried employees, you’ll be asked to choose between two options: salaried pay based upon the number of hours in an employee’s shift or based upon a specified number of hours in a pay period. Most businesses will use option #1; those with semi-monthly pay periods should use option #2.

Set up shift schedules

What's a shift schedule?

A shift is a period of time that an employee or group of employees works. The TimePilot system has the ability to handle up to 10 different shift schedules. To set up shift schedules, do the following:

1. Start Configuration Manager.

2. Click on "Setup" at the top of the screen, then choose "Shift Schedules" from the drop-down menu.

3. Click the appropriate button. If you're adding a shift schedule, click the "Add Shift Schedule" button and follow the instructions below. If you're editing an existing shift schedule, click on its name in the list of existing shift schedules and then click the "Edit Shift Schedule" button. If you're deleting a shift schedule, click on the type and then click the "Delete Shift Schedule" button.

To add a shift schedule:

1. Give the shift a name in the Shift Name box.

2. In the top row, type the start and end times for the shift and for lunch.

3. You can continue entering the shift times for each day, or simply click the "down arrow" (see the diagram on preceding page) to fill in the times for the other days of the week.

4. Click the checkbox on the left next to the days of the week that the shift is in effect.

5. Click OK.

Set up departments

What's a department?

A department is a group within your company. Production, Sales, Accounting, Maintenance and General Office are a few examples. You may have up to 10 departments in each company. When you begin adding employees to the TimePilot system, each will need to belong to one of the departments that you set up here.

To set up a department, do the following:

TimePilot User Manual 18

1. Start Configuration Manager.

2. Click on "Setup" at the top of the screen, then choose "Departments" from the drop-down menu.

3. To create a new department, click on the "Add Department" button. Give the new department a name in the popup box and click OK. To edit a department, click on the department you want to edit in the list of available departments, click the "Edit Department" button and follow the instructions above. To delete a department, click on the department you want to delete in the list of available departments and click "Delete Department."

Set up holiday schedules

What's a holiday schedule?

The holiday schedule is a list of holidays recognized by your company. The list is used by the TimePilot software when employees are paid for holidays or if they are eligible for overtime pay when they work a scheduled holiday. The software allows companies to have as many as 30 different holiday schedules for various groups of employees.

To set up holiday schedules, do the following:

1. Start Configuration Manager.

2. Click on "Setup" at the top of the screen, then choose "Holiday Schedule" from the drop-down menu.

3. To create a new holiday schedule, click the "Add Holiday Schedule" button. To edit a holiday schedule, click the holiday schedule you wish to edit in the list of schedules, then click "Edit Holiday Schedule." To delete a holiday schedule, click on the profile you want to delete in the list of available schedules and click "Delete Holiday Schedule.”

4. Give the new holiday schedule a name.

5. Click the calendar icon and choose your holiday date from the

TimePilot tip

Entering dates

Entering dates for each holiday can be very time-consuming. The TimePilot software has a feature that makes it easier and faster because it allows you to use only the computer’s keypad. Instead of entering “December 25,” for instance, just enter the numbers only of the month and day—in this case, 1225— followed by the “Enter” key. The date will be automatically formatted by the TimePilot software.

pop-up calendar by clicking on the day you want to specify as a holiday.

6. Enter the number of hours' pay an employee will receive for the day.

7. Choose one of the following options:

• Use Employee's Scheduled Hours Choosing this option credits an employee with the number of

hours he or she would normally have worked if there had been no holiday. For example, if a holiday falls on a Friday and an employee normally works an 8-hour shift on Fridays, he or she will be credited with 8 hours of holiday pay.

• Manually Input Hours This option allows specific control over the number of hours employees

are credited with on holidays. For instance, if you give employees a half-day off on Christmas Eve or New Year's Eve, choose this option. When you list all the holidays of the year, you can also list the number of hours of holiday pay each employee will receive.

8. When you're done, click OK.

Setting up or modifying employee profiles

To add an employee to the TimePilot system, start Configuration Manager, click on the "Setup" menu, then, under "Employees," click "Add." The instructions below are keyed to the screenshot at the top of the next page.

1. Enter the employee's name in the box at the top. The entry is limited to 15 characters because that's the width of the screen on the time clock station. Entering the last name first ensures that employees' names will appear in alphabetical order on reports.

2. Make sure the box next to "Active" is checked. When this box is checked, the employee is able to use the TimePilot system. If it's not checked, the employee cannot use the system and no transactions will be generated. Inactive employees will not be a part of the current pay period and will not appear on reports.

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3. Choose the Company name from the drop-down box.

4. Choose the Department from the drop-down box.

5. Choose the Pay Type from the drop-down box.

6. Choose the Shift from the drop-down box.

7. Choose the Holiday Schedule from the drop-down box.

8. Will this employee have the Auto Lunch function applied to his or her schedule? If so, make sure there's a check in the checkbox. (For more on Auto Lunch, click the “Explain” button next to the checkbox or see the explanation later in this chapter.)

9. Will this employee have the Snap-To function applied to his or her schedule? If so, make sure there's a check in the checkbox. (For more on Snap-To, click the “Explain” button next to the checkbox or see the explanation later in this chapter.)

10. The TimePilot software assigns a unique four-digit ID number; it's best to use this number, but you can change it if necessary. TimePilot uses this number to match all information within the system to this employee. If you set up the TimePilot system to allow clock-in with an employee's ID number, this is the number they'll use. To change an employee’s ID number, click “Setup” in the menu bar and choose “Enable User ID Edit” in the drop-down menu. This will enable you to make changes to employees’ fourdigit ID numbers until you close Configuration Manager. To change them later, you must repeat the above steps.

11. Enter the serial number on the iButton to be assigned to the employee. The number can be typed in directly from the iButton (it's the 12-digit number on the metal face of the iButton) or automatically entered by clicking the blue "Get iButton number" button on the screen and tapping the actual iButton to the installed TimePilot station or optional Blue Dot Receptor. To avoid confusion, if you're adding new employees to the system while current employees are clocking in, we suggest that you type in the serial number manually.

Note: If an employee leaves the company in the middle of a pay period and does not return his or her iButton, you can disable it. Simply delete the employee's iButton serial number. When you click OK the number will change to 000000000000 (that's 12 zeroes). This will disable the iButton but allow the employee's name to show up on all reports.

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Once the employee is no longer a part of a pay period, his or her profile can be deleted. Please remember that this will not stop an employee from clocking in if you also allow them to clock in using the keypad and their four-digit ID number. To prevent that, remove the check from the “Active” checkbox on the employee status screen. (See step 2 above). Be sure to reset the employee’s status to active just before extracting the pay period; after the pay period is extracted you may delete his or her profile.

12. Any combination of 10 numbers or letters can be entered here. The Alternate ID # cannot be used to clock in or out; it is simply for your reference. For example, if your company already had employee ID numbers assigned before you began using TimePilot, you can record them here.

13. Click the “Personal” tab at the top of the box.

Personal information screen

1. Fill in as much or as little information on this screen as you wish. (All information here is optional.) W.C. Code is the Workman's Compensation code that applies to this employee's position. This information is for your reference only. For more information about Bonus/Penalty policies, see the explanation later in this chapter.

2. Click OK. Your employee has been set up.

Changing your password

TimePilot’s Configuration Manager and Transaction Manager are password-protected. When you first run the TimePilot software, you’ll be asked to set a password. We strongly recommend you change the password to something unique to your company. If you wish, you can also turn off the password protection.

To change your password, do the following:

1. Start Configuration Manager

2. Click “Setup” at the top of the screen and choose “Password,” then “Set Password” from the drop-down menu.

3. Type in the new password and press the “Enter” key on your keyboard.

4. To ensure proper spelling, you’ll be asked to re-type the new password. When you’re done, press the “Enter” key on your keyboard. If the two entries match, your password w ill be changed; if they don’t match, you’ll get an error message and an opportunity to make a correction.

To disable your password, do the following:

1. Start Configuration Manager

2. Click “Setup” at the top of the screen and choose “Password,” then “Disable Password” from the dropdown menu.

Note: If you forget your password, please contact technical support.

Set up Auto Lunch

What’s Auto Lunch?

At many companies, hourly employees are not paid for the time they take for lunch. Without TimePilot's Auto Lunch, employees would have to clock out for lunchtime, then clock back in when they returned to work.

With Auto Lunch, the Time Pilot soft ware assumes that if an employee is on the clock for a certain number of hours (which you'll determine), he or she has taken a lunch period and inserts a transaction based on the amount of lunch time you specified in each employee's shift schedule. This eliminates the need for the employee to clock out for lunch and back in again when they return.

To set up Auto Lunch, do the following:

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1. Start Configuration Manager.

2. Click on “Setup” at the top of the screen, then choose “Auto Lunch Setup” from the drop-down menu.

3. Enter the minimum number of hours an employee can be on the clock before triggering the Auto Lunch function.

4. Click “Save.”

The Auto Lunch function is used after a pay period is extracted. To apply the function to an extracted pay period, go to Transaction Manager, view the extracted pay period, click the “Edit” menu and choose "Insert Auto Lunch Time." See the chapter on Payroll Processing for details.

Example

An employee works a 7.5-hour shift, from 9 a.m. to 4:30 p.m., with a lunch scheduled for noon to 12:30 p.m. If Auto Lunch is set at 6 hours, the employee is taken "off the clock" for his or her lunchtime. If it is set at 8 hours, the Auto Lunch feature is not triggered and no lunch will be recorded unless the employee clo cks out and in on his or her own.

Set Up Excess Tran sactions

What’s Excess Transactions?

Everybody makes mistakes. Sometimes an employee will clock in when he meant to clock out, catch the error and clock out again, all within a minute. If that happens, you'll end up with a clock-in transaction immediately followed by a clock out.

TimePilot can eliminate transactions that occur within a determined time period. This is where you specify that time. When you apply Remove Excess Transactions in Transaction Manager (start Transaction Manager, click the Edit menu, then choose “Remove Excess Transactions”), the TimePilot software will remove all but the latest of the excess transactions.

To set up Excess Transactions, do the following:

1. Start Configuration Manager.

2. Click on “Setup” at the top of the screen, then choose “Excess Transactions Setup” from the drop-down menu.

3. Enter the maximum number of minutes that can occur between transactions to trigger the Excess Transactions function.

4. Click “OK.”

Example

The Excess Transactions time is set at 5 minutes. If an employee arrives at work and mistakenly clocks out at 8 a.m., realizes his mistake at 8:02 and clocks in, the Excess Transactions function will be triggered and the erroneous 8 a.m. clock-out will be erased. If he realizes his mistake at 8:06, the Excess Transactions function would not be triggered and the employee's record will show both transactions. These errors can be corrected in the Transaction Manager.

Set up On Time

What’s On Time?

This function will label certain transactions with one of the following terms: early, late, unscheduled or OK. It allows a supervisor to see at a glance which employees started or ende d wo rk early or lat e , or wo rke d when they were not scheduled. The setup screen allows you to set the number of minutes of leeway for each term. Supervisors can change the label to “OK” when they view or correct transactions. For instance, a supervisor might remove the “Late” label from a transaction posted by an employee who had permission to arrive late.

To set up On Time, do the following:

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1. Start Configuration Manager.

2. Click on “Setup” at the top of the screen, then choose “On Time Setup” from the drop-down menu.

3. Click the checkbox next to any of the four parameters you wish to use. Then set the number of minutes for the transaction to occur to receive the label.

4. Click “OK.”

To change the label to OK in Transaction Manager, click on the transaction whose label you want to change, then click the “Approve” button at the top of the screen.

Example

“In Early” is checked and the minutes are set at 15. Result: Any clock-in within 15 minutes of an employee’s start time will be labeled “Early.” If an employee clocks in more than 15 minutes before his or her start time, the transaction will be labeled “Unscheduled.”

Set up Snap-To

What’s Snap-To?

Having employees line up to clock in at the exact moment their shift starts is a very inefficient procedure. TimePilot’s Snap-To function allows employees to clock in early and not go “on the clock” until their shift starts. It also allows them to clock out late but go “off the clock” when their shift ends.

This function can be applied to individual employees in their Employee Profile. The transaction will be recorded as the exact time the employee clocked in, but for calculation purposes the TimePilot software will use the start or end of an employee’s shift.

To set up Snap-To, do the following:

1. Start Configuration Manager.

2. Click on “Setup” at the top of the screen, then choose “Snap-To Setup” from the drop-down menu.

3. You’ll see two main sections: IN/OUT and Lunch OUT/IN. The IN/OUT section will apply Snap-To to an employee’s start of shift and end of shift. The Lunch OUT/IN section is used so that employees don’t have to line up to clock out at the exact moment their lunch period starts and clock in at the exact moment their lunch period is over.

4. Choose the transactions to which you wish to apply Snap-To and then type the number of minutes before or after the scheduled time you wish it to go into effect.

5. Click “OK.”

Example

In the IN/OUT section, clock-in transactions that are within 30 minutes of an employee’s start time are set to snap to the employee’s shift start. An employee’s shift starts at 8 a.m., but he arrives at 7:40, clocks in and reads the newspaper until 8 a.m. His clock-in transaction will be recorded at 7:40 a.m., but for payroll calculation purposes the TimePilot software will consider that he started work at 8 a.m.

Set up Bonus/Penalty

What’s Bonus/Penalty?

This function allows you to set up systems of bonuses and penalties for time worked on various days. They can be in the form of minutes added or subtracted to an employee’s work hours or a fixed number of dollars added or subtracted for a certain number of minutes worked. There can be more than one Bonus/Penalty policy and up to two of the policies may be applied to an individual employee in their Employee Profile.

To set up Bonus/Penalty, do the following:

1. Start Configuration Manager.

2. Click on “Setup” at the top of the screen, then choose “Bonus/Penalty Setup” from the drop-down menu.

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3. To create a new policy, click “Add,” give the policy a name and click OK.

4. Choose the type of bonus/penalty (Bonus/Penalty of Time or Bonus/Penalty of Pay) at the bottom of the box.

5. Choose the day(s) of the week the policy will be in effect by clicking the checkboxes, then enter the amount of the bonus/penalty (in minutes or dollars, depending upon your choice in step 4) and the number of minutes that must pass before the bonus/penalty will take effect. For penalties, use a negative number.

6. Click OK.

Example

One company that uses this function requires any employee who works more than an hour in a day to clock out and then shower before going home. The company sets up a bonus of 15 minutes for each employee who works more than 60 minutes in a day—the 15 minutes of extra pay means that employees get paid for their time showering.

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Using In/Out Manager

Getting started

The In/Out Manager shows at a glance whether an employee is at the facility. This is extremely valuable to anyone who needs to keep track of employees; for instance a receptionist who must pass along messages to employees who are at the facility and take messages for those who aren't.

If there's a red arrowhead next to the name, the person is clocked in and at the facility (“on-site”); if there's a gray arrowhead next to the name, the person is not clocked in or not at the facility (“off-site”).

From this screen, you can also leave messages for employees that will be picked up the next time they use the TimePilot station (when they clock in or out, for instance.)

The menu bar

Across the top of the screen are three menu items: File, Administrative and Help. Here are details on each:

File

• Minimize: Keeps the program running (so your TimePilot stations remain active), but clears the screen so you can do other work on your computer.

• Data Location: Indicates the drive where the data collected by the TimePilot time and attendance soft- ware is saved. Also allows you to change the location to a different drive.

• Exit: Shuts down and closes the program.

Administrative

• Refresh Rate: Allows you to specify the amount of time that passes before the In/Out Manager refreshes its data. The default is 30 seconds. At that rate, the In/Out Manager checks the system for clock-ins and clock-outs every 30 seconds and updates the screen display accordingly.

Help

• Help: Opens the TimePilot on-line help files.

• TimePilot FAQ: Opens the Frequently Asked Questions (FAQ) page on the TimePilot web site.

(Requires an active connection to the Internet.)

• About: Lists the owner of the software, as well as the version number and serial number. Also provides a “System Info” link to the Microsoft System Information utility that comes with Windows.

Quick Buttons

• View Info: To see details about an employee, including their Shift, Department, Company and hours ac-

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cumulated in the current pay period, click the employee’s name, then the “View Info” button.

• Send Msg: Click this button to send a message to an employee that can be viewed when he or she clocks in or out. A message can be of any length. However, because the TimePilot station can only display two lines at a time, the TimePilot software will break up a longer message into a series of messages. The employee can "step through" the message in two ways:

1. By pressing the "#" (pound) key on the station's keypad. Each time the key is pressed, two lines of the

message will appear. With this method, the message remains in memory and will be available to the employee the next time he or she clocks in or out.

2. By pressing the “*” (star) key on the station’s keypad. Each time the key is pressed, two lines of the

message will appear. With this method, the message is deleted if the employee presses the star key after reading the message.

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Using Transaction Manager

What’s a transaction?

A transaction occurs when the TimePilot software records a clock in or a clock out by an employee.

Transaction Manager is where the whole TimePilot system comes together. In Transaction Manager, you can:

• Correct clock-in or clock-out errors made by employees. (For instance, if an employee forgets to

clock in or out.)

• Extract pay period data for payroll. When you extract a pay period, you tell the TimePilot software

to create a separate file that contains just the data for a single company and single pay period.

• Create printable reports by employee, by department or by shift.

• Prepare extracted pay periods for your accounting or payroll program.

To start Transaction Manager, make sure the TimePilot software has been installed, then double-click TimePilot Program Manager icon on your desktop and click the Transaction Manager button. Type your password in the popup box, and Transaction Manager will start.

Transaction Manager opening screen

Down the left side of the opening screen is a list of all employees in the TimePilot database. On the right side of the screen are the Current Transactions in chronological order, from oldest to newest. This is a list of all the transactions--clock ins, clock outs, etc.--that have been recorded since the last pay period was extracted. If you set up several companies during the software setup process, you'll notice that all the employees from all the companies are included.

To learn more about this screen, the following pages guide you through each component of the Transaction Manager screen, including:

The menu bar The Quick buttons The employee list The transaction list

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The menu bar

Across the top of the screen are five drop-down menus: File, Periods, Reports, Ed it and Help. Here's a summary of each menu's options (note: "grayed out" options on the screen are not available):

File

• View: If you click on an employee’s name, then View, a calendar showing the employee’s worked hours will pop up.

• Export to Payroll Software: If you’ve installed any of the export programs that came with the TimePilot software, you’ll find them here. After you’ve extracted your pay period and made any corrections or changes to the time and attendance data, you’ll use this function to “convert” the data to a format that your payroll software or service can understand. (To install an export format, place the TimePilot CD in your CD drive and click the “Install Export Formats” button on the introductory screen. You can also download the most up-to-date list at our web site: http://www.timepilot.com.)

• Import/Export Transaction Data: This function allows you to save TimePilot time and attendance data in a file ("export") and e-mail the file to another TimePilot user or receive a data file ("import") and work with the data from another user.

• User-Defined Export: If you know exactly what data you want to export, use this to create your own export function. You can then use this function to export the data to a spreadsheet like Microsoft Excel, giving you a customized report on your employees. You can name the export definition anything you want, choose which of 100 categories of data is included and separate each individual piece of data by commas or tabs. To export to an Excel file, separate the data by commas and sav e the file as a .CSV file. After exporting, open the file in Excel. For details of the 100 categories, see the on-line help in the TimePilot software.

 Two important notes:

 TimePilot exports data to the same filename each time. If you want to save this data on your

computer, you must rename it so it's not erased the next time you export data.

 Before running a User-Defined Export, please run any of the four reports listed under

“Reports” in the Menu bar. This prepares the database so that the User-Defined Export operates correctly.

• Data Location: Tells the TimePilot software where the files are that contain the collected time and attendance data. This function might be used if, for instance, you move the TimePilot data files to another drive. The data must be kept in a folder called “TimePilot” in the root of a drive.

• Exit: Exits the Transaction Manager.

Periods

• Open Current Transactions: Brings you back to the Transaction Manager's opening screen.

• Open Pay Period: Opens a previously extracted pay period.

• Extract Pay Period: Extracts a pay period from the Current Transactions. When you extract a pay period,

you tell the TimePilot software to create a separate file that contains just the data for a single company and single pay period. Once you've extracted a pay period, you cannot "undo" the process. Also, after the extraction process is complete, you’ll see just the transactions that occurred during that pay period. To return to Current Transactions, click on the Periods menu and select Open Current Transactions. Note: The green bar across the top of the Transaction List indicates you’re looking at Current Transactions. If the bar is yellow, you’re looking at an Extracted Pay Period.

• Back up/Restore Current Transactions: Creates a backup of your Current Transactions on a server,

floppy disk, USB drive, etc. It’s important to back up your Current Transactions because if data gets corrupted for any reason—a hard drive crash, for instance—you’ll have another copy to work fr om. If that occurs, you can use the “Restore” function here to take the backed-up set of Current Transactions and restore it to active status.

• Back up/Restore Extracted Pay Periods: Creates a backup of the Pay Period file on a server, floppy

disk, USB drive, etc. You can also use this function to take a backed-up pay period and restore it to active status. If you’ve backed up a pay period and want to get it back—to make some changes in it, for

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example—use this function.

Reports

• Employee Report: Creates a printable report on an individual employee or all employees. You'll be asked

which information you want in the report, what pay period you wish to cover and which employee. You can also specify a report that covers a user-defined time span. You must have run a report on each pay period in the time span; otherwise you may get inaccurate results.

• Summary Report: Creates a printable report on a group of employees. The employees can be grouped by

pay type, department or shift. You'll be asked which information you want in the report and which pay period you wish to cover. You can also specify a report that covers a user-defined time span. You must have run a report on each pay period in the time span; otherwise you may get inaccurate results.

• Tardy Report: Creates a printable report on a group of employees, listing the number of times during a

pay period or time span that they were in early or late or out early or late, as well as the number of minutes they were late or early. Also gives a total of those minutes. The employees can be grouped by pay type, department or shift, and the report can be displayed by pay period or by a time period of your choice. You must have run a report on each pay period in the time span; otherwise you may get inaccurate results.

• Current Absentee Report: Creates a printable report showing which employees were scheduled to work but were clocked out at the moment the report was generated.

Edit

• Insert: Allows you to add an In or an Out transaction for the employee selected.

• Delete: Allows you to delete a transaction for any employee. You can also click on the transaction and

press “Delete” on your keyboard.

• Modify: Allows you to make changes to a transaction.

• Insert Time: Allows you to insert transactions for employees who are on vacation, sick, excused, etc. To

subtract time, use a negative number.

• Insert Pay: Allows you to give employees a one-time bonus. Choose the employee from the list and enter the amount of the bonus.

• Insert Bonus/Penalty Policies: Applies your existing bonus/penalty polices to this pay period. See the section on setting up a Bonus/Penalty policy in the Configuration Manager chapter for more details.

• Delete All Auto Lunch Transactions: Allows you to delete the transactions added by TimePilot’s Auto Lunch feature. This might be used if, for example, you inserted Auto Lunch transactions, then had second thoughts and wanted to remove them.

• Delete All Holiday Transactions: Allows you to delete transactions added by TimePilot's software based on the holiday schedule you set up. This might be used if, for example, you inserted Holiday transactions for your employees, then had second thoughts and wanted to remove them.

• Delete All Bonus/Penalty Transactions: Allows you to delete transactions added by TimePilot's software, based on the Bonus/Penalty policy you set up. This might be used if, for example, you inserted Bonus/Penalty transactions, then had second thoughts and wanted to remove them.

• Insert Holiday Time: Allows you to add holiday time transactions after a pay period is extracted.

• Insert Auto Lunch Time: Allows you to add Auto Lunch transactions after a pay period is extracted. See

the chapter on Payroll Processing for details.

• Edit Late/Early Transactions: Allows you to change the entry in the Ontime/Snap column of the Transaction List. These allow a supervisor to enter the words “OK,” “Late,” “Early” or “Unscheduled” in an employee’s transaction. A supervisor might enter OK if an employee had been given permission to arrive late to work, or enter “Late” to highlight the fact that an employee arrived late on that day. There are two other options in this menu: “Determine on-time status” will take a transaction and apply the policy you set in Configuration Manager’s On Time Setup function. This is useful if you have changed a transaction several times, have second thoughts and want to go back to the original OK, early, late or unscheduled label. “Determine all transactions” applies the On Time Setup policy to all transactions.

• Edit Snap-To Transactions: Allows you to turn Snap-To status on or off (“Toggle Snap-To Status”) or apply Snap-To to all transactions (“Determine All Transactions”). “Determine All Transactions” is useful if you have changed a transaction several times, have second thoughts and want to go back to the original

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Snap-To label. These functions work only when employees have Snap-To enabled in their Employee Profile.

• Remove Excess Transactions: Allows you to remove excess transactions from the list of Current Transactions. Sometimes employees will clock in when they meant to clock out, catch their mistake and clock out within a minute or two. This creates an excess transaction. The Remove Excess Transactions function allows you to automatically remove such transactions, based on the number of minutes between transactions that you set up in the Excess Transactions part of Configuration Manager.

• Administrator: Offers three options:

o Update company/employee data: This function is most commonly used when customers first begin

using the software. After they extract a pay period and run a report, they may realize that something has been set up incorrectly; for instance, they didn’t set rounding exactly the way they wanted to. In this case, they would go to Configuration Manager and make their change in rounding, then use this function to apply the new parameters to the extracted pay period.

o Repair Database: Repairs the transaction database. o Edit report dates: This seldom-used function allows supervisors to change the starting or ending

date of a pay period that has been extracted. This might be used if a supervisor wanted to include a transaction that occurred before or after the pay period ended (for example, if an employee clocked out later than usual and the clock-out occurred after the pay period ended).

Help

• Help: Calls up the on-line help files.

• TimePilot FAQ: Opens the Frequently Asked Questions (FAQ) page on the TimePilot web site.

(Requires an active connection to the Internet.)

• TimePilot Accessories: Opens the "Order Parts and Accessories" page on the TimePilot web site, www.TimePilot.com. (Requires an active connection to the Internet.)

• About: Gives details about the TimePilot software as well as about your computer.

The Quick buttons

The Quick buttons are the buttons across the top of the page, below the menu bar and above the employee lists. Each button has a specific function, described below.

• Insert In: Allows you to insert a clock-in transaction. Click on the employee’s name in the Employee List, then click the Insert In Quick Button. Enter the date and time you wish to record. The date and time that appear at the start of this process are the current date and time. There are two shortcut buttons in the pop-up box: “IN” and “Lunch IN.” If you click the “IN” button, the date will remain the same and the time will change to the employee’s start time, as specified in his or her shift schedule. For example, a supervisor would use this function in the event an employee forgot to clock in at the start of his or her shift. Clicking the “Lunch IN” button will change the time to the end of his or her lunch period, as specified in their shift schedule.

• Insert Out: Allows you to insert a clock-out transaction. See the instructions above for details. A supervisor could use this function in the event an employee forgot to clock out at quitting time.

• Delete: To delete a transaction, highlight the transaction you want to delete and click this button.

• Modify: Allows you to make changes to a transaction.

• Insert Time: Allows you to insert transactions for employees who are on vacation, sick, unexcused, etc.

• Info: Clicking on a transaction and then on this button gives information ab out this transaction and how

it’s calculated.

• Schedule: Clicking on a transaction and then on this button shows the work schedule of the employee in the transaction.

• Current Transactions: If you’re viewing a past pay period, click this button to quickly return to your Current Transactions. Note: The yellow bar across the top of the Transaction List indicates you’re looking at an Extracted Pay Period.

• Last Pay Period: If you’re viewing your Current Transactions, click this button to quickly go to your

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most recent Extracted Pay Period. Note: The yellow bar across the top of the Transaction List indicates you’re looking at an Extracted Pay Period. If the bar is green, you’re looking at your Current Transactions.

The employee list

Down the left side of the screen is a list of all employees. When you open Transaction Manager, you see all employees you have entered into the TimePilot system, no matter which company they work for. If you open an extracted Pay Period, you’ll see just the employees who are assigned to that pay period’s company.

To see a single employee’s transactions, click his or her name. To return to a complete listing, click the “List All” button at the top of the list of employees.

If an employee’s name is in red, that indicates that there is an “exception” — the TimePilot system has noticed that there is a clock-in with no corresponding clock-out or vice versa. To check the problem, click the person’s name to see just their transactions.

In the list of transactions, clock-ins are identified by a red triangle to the left of the employee’s name; clock-outs are blank. A perfect set of transactions for an employee will have lines with a red triangle alternating with blank lines.

As a shortcut to using the menu bar and Quick buttons, you can click on an employee's name to call up his or her transactions in the Transaction List, then right-click anywhere in that list to pick from a list of some of the most common functions: Insert In, Insert Out, Modify, Delete, Insert Time, Approve, Mark Late, Mark Early, Toggle Snap-To, Schedule and Info.

The transaction list

On the right side of the screen is the transaction list. The list is in chronological order, with the earliest transactions at the top and the latest at the bottom. When you open Transaction Manager, you see all Current Transactions; that is, transactions that have not yet been extracted into a pay period.

The Current Transactions list always has a green bar across the top; extracted pay periods list have a yellow bar.

When you're viewing the list of all employees (click the “List All” button at the top of the Employee List), the list consists of seven columns:

• First column: This is where clock-ins and clock-outs are indicated. A red triangle indicates a clock-in, a blank space is a clock-out, a ± is a vacation.

• Name: The employee's name.

• Day: The day of the week the transaction occurred.

• Date: The date the transaction occurred.

• Time: The time the transaction occurred.

• Ontime/Snap: Whether the employee was early, late or unscheduled.

• Transaction Type: How the employee clocked in or out. The options are: iButton, Keypad, PC (via the

In/Out Manager) or Inserted (by a supervisor). If the transaction has been modified by a supervisor, you'll see "(Mod)" next to the method of clocking in or out.

When you're viewing a single employee's transactions (by clicking on the employee's name in the Employee List), the list consists of nine columns:

• First column: This is where clock-ins and clock-outs are indicated. A red triangle indicates a clock-in, a blank space is a clock-out and a ± indicates inserted or deleted time.

• Day: The day of the week the transaction occurred.

• Date: The date the transaction occurred.

• Time: The time the transaction occurred.

• Ontime/Snap: Whether the employee was early, late or unscheduled.

TimePilot User Manual 31

• Transaction Type: How the employee clocked in or out. If the transaction has been modified by a supervisor, you'll see "(Mod)" next to the method of clocking in or out.

• Trans Ttl: Total number of hours between clock-in and clock-out. (This space is blank on clock-in transactions.)

• Week Ttl: Total number of hours worked in this pay week. (This space is blank on clock-in transactions.)

• Running Ttl: Total number of hours worked in this pay period. (This space is blank on clock-in

transactions.)

TimePilot User Manual 32

Payroll processing

Overview

The TimePilot system makes processing payroll a snap. Here's how it works: When your pay period is complete and it's time to process your payroll, you use Transaction Manager to take, or "extract," all the transactions that occurred during that time and place them in a separate file.

Then you make any corrections necessary—if, for instance, an employee forgot to clock in or out—and add transactions for vacations, holidays, etc., to create a complete record of each employee's workweek.

Finally, you "export" the file—have the TimePilot software prepare all the information in the format your payroll program can handle.

Note: If you’re using a payroll service or payroll or accounting software that interfaces with the TimePilot software, you can install the interface now. Simply insert the TimePilot CD into your CD drive, click “Install Export Modules” and choose your service or software from the list that appears. You may choose as many interfaces as you wish.

Payroll processing, step by step

1. Start Transaction Manager.

2. Back up your Current Transactions. (Click on "Periods" in the menu bar, then select "Back up/Restore Current Transactions" and follow the instruction s to create a backup copy of the transactions.)

TimePilot tip

Things to look for when correcting employee transactions

• When transactions are highlighted in red, this indicates a trouble point in the employee's transactions. The red transaction may or may not be the one that's in error — it's important to check the transactions above and below the red transaction to determine which one is erroneous. A reminder: Clock-ins are marked with a red arrowhead in the first column of the transaction list; if the space is blank, it’s a clock-out.

• Duplicate transactions are often trouble spots.

• “IN” transactions that should be “OUT,” and “outs” that should be “ins.”

• Transactions with excessive amounts of time between them. (for instance, a clock in on Jan 10 at 8 a.m. followed immediately by a clock out on Jan. 11 at 5 p.m.)

TimePilot User Manual 33

3. Extract your pay period. (Click on "Periods" in the menu bar, then select "Extract Pay Period.") a. Choose the company who se pay period you want to extract in the drop down list at the top of the box. b. Choose the beginning and ending of the pay period. c. Choose the length of time of your buffer zone. (See below for a full explanation of buffer zones.) d. Click “Begin Extraction.”

4. Now you'll have the extracted pay period open (look for the yellow bar across the top of the transaction window.)

5. Correct any employee transactions that are erroneous using the Quick Buttons. Names in red in the employee list down the left side of the screen indicate trouble spots that the TimePilot software has identified. It's a good idea to also look over each employee's transactions to verify that they make sense. For instance, if an employee clocks in at 8 a.m. on Tuesday, forgets to clock out that night and also forgets to clock in Wednesday morning, but clocks out We dnesday night, the TimePilot software sees a clock-in followed by a clock-out and will not flag the error. To correct errors, use the Quick Buttons or click "Edit" on the menu bar, then choose an action: Insert In, Insert Out, Delete, Modify or Insert Time.

6. Insert transactions for vacations and sick days, if necessary.

7. If you've set up the Auto Lunch function in the Configuration Manager, add Auto Lunch transactions. (Click "Edit" in the menu bar, then "Insert Auto Lunch Time.") When you add Auto Lunch transactions, the TimePilot software checks each employee to see if they have Auto Lunch enabled; if so, it inserts the transactions. Oops! One employee was not set up for Auto Lunch and should have been. Now everyone else has the Auto Lunch transaction inserted but him. Here's how to correct this: a. Click "Edit" in the menu bar, then "Delete All Auto Lunch Transactions." b. Start Configuration Manager, double-click on the employee's name and click the "Auto Lunch"

checkbox. Click OK and close Configuration Manager.

c. Return to your extracted pay period in Transaction Manager. Click "Edit" on the menu bar, then

"Update Company/Employee Data."

d. Insert the Auto Lunch transactions again, as described above.

8. Insert holiday transactions, if necessary. (Click "Edit" in the menu bar, then "Insert Holiday Time.")

Oops! A holiday was left out of the holiday list. Now everyone's missing a paid holiday. Here's how to correct

this:

TimePilot tip

Payroll interfaces

Your TimePilot CD comes with many payroll interfaces. If you use one of the popular payroll services or programs, there’s a good chance there’s an interface on the CD.

What’s a payroll interface? It’s a small program that translates your time and attendance data collected by TimePilot into exactly the format required by your accounting program, payroll software or payroll service.

To install a payroll interface, put your TimePilot CD in your CD drive and click the "Install Payroll Interfaces" button on the introductory screen. Choose your software or service (you can choose more than one, if you wish) and click “Continue.”

The next time you start Transaction Manager, the “Export to Payroll Software” command in the File menu will be available. (See Step 12 on following page.)

You can also download the most up-to-date list of payroll interfaces as well as instructions on their use at http:// www.timepilot.com.

TimePilot User Manual 34

a. Click "Edit" in the menu bar, then "Delete All Holiday Transactions." b. Start Configuration Manager, click "Setup" on the menu bar and then "Holiday Schedules." c. Make the changes in the holiday schedule. Click OK and close Configuration Manager. d. Return to your extracted pay period in Transaction Manager. Click "Edit" on the menu bar, then

"Update Company/Employee Data."

9. Insert the holiday transactions again.

10. Insert vacation or sick day transactions, if necessary. This is done manually, by inserting transactions where needed. Click "Edit" on the menu bar, then "Insert Time."

11. Generate a Summary Report. Click "Reports" in the menu bar, then "Summary Report." You can view or print out the employee transactions.

12. Export your data to your payroll software. (Click "File" on the menu bar, then "Export to payroll software" and choose the format for your payroll or accounting program. If that option doesn’t appear in the File menu, you probably haven’t installed any formats. See the box on the previous page for details.)

13. Enter the required information (available from your payroll service or software manual) and click “Export” to create a file that can be imported into your software or e-mailed to your payroll service. If you see an “E-mail” button, your payroll service supports direct e-mailing of the file. Instead of clicking “Export,” click “E-mail.”

14. To create your own export format—for a customized report that can be loaded into a spreadsheet program, for instance—see the instructions for “User-Defined Export” on page 28 of this manual and in the TimePilot software’s on-line help.

In Buffer Zone and Out Buffer Zone

When you extract a pay period, you'll be asked if you want to set an In Buffer Zone and/or an Out Buffer Zone. Here's an explanation of these two useful functions:

In Buffer Zone

The concept of the "In Buffer Zone" can best be described with an example:

Your company's pay period (a week, in this case) starts at midnight Sunday and ends at 11:59 p.m. on the following Saturday. You have an employee who starts his workday Saturday at 11 p.m. and ends it at 7:30 a.m. Sunday. This splits one workday over two pay periods.

If you don't set an "In Buffer Zone," the TimePilot software records the 11 p.m. clock-in transaction within the first week's pay period but with no accompanying clock-out transaction. This will result in an exception and will force a supervisor to manually make a correction. Also, when it comes time to process next week's payroll, TimePilot will record the 7:30 a.m. clock-out but will not find a corresponding clock-in and, again, will require a supervisor's intervention.

Setting the "In Buffer Zone" to 60 minutes will move the employee's entire workday into the second pay period, avoiding the split and giving the TimePilot software an accurate set of clock-in and clock-out transactions.

Note: The "In Buffer Zone" function does not affect clock-out transactions.

Out Buffer Zone

"Out Buffer Zone" is essentially the reverse of "In Buffer Zone." Here's an example:

Your company's pay period (a week, in this case) starts at midnight Sunday and ends at 11:59 p.m. on the following Saturday. You have an employee who starts his workday Saturday at 4:30 p.m. and ends it at 1 a.m. on Sunday. This splits one workday over two pay periods.

If you don't set an "Out Buffer Zone," the TimePilot software records the 4:30 p.m. clock-in transaction within the first week's pay period but with no accompanying clock-out transaction. This will result in an exception and will

TimePilot User Manual 35

force a supervisor to manually make a correction. Also, when it comes time to process next week's payroll, TimePilot will record the 1 a.m. clock-out but will not find a corresponding clock-in and, again, will require a supervisor's intervention.

Setting the "Out Buffer Zone" to 61 minutes will move the employee's entire workday into the first pay period, avoiding the split and giving the TimePilot software an accurate set of clock-in and clock-out transactions.

Note: The Out Buffer Zone function does not affect clock-in transactions.

TimePilot User Manual 36

Clocking In and Out

Clocking in

Getting started

The Royal TimePilot system makes it easy for employees to clock in and out. It also can be used to indicate that you're on the clock but not in the facility (making a delivery, or running an errand, for example) and to receive messages.

Here are some of the features covered in this section:

• Clocking in and out

• On site/off site

• Messages

The TimePilot system can be set up to allow employees to clock in in either of two ways:

1. With the iButton. This is the most secure and the recommended way to clock in. The iButton can discourage employees from “buddy-punching.”

2. With the keypad. Employees can enter their four-digit employee ID number.

The method of clocking in is set in the password-protected Configuration Manager. For more information, see the instructions for “Enable Employees to Use their ID Number” in the Station Options submenu in Configuration Manager’s Options Menu. (Page 19 in this manual.)

Clocking in with the iButton

1. Gently touch the metal iButton in the plastic keyfob to the receptor on the

station until the station emits a beep. The metal of the iButton should touch both the inner and outer rings of the receptor. The screen will display your name and — depending upon how the software is set up — the number of hours you've worked in this pay period, the date and time you last clocked in or the fact that you have a message waiting for you.

2. To indicate that you're clocking in, press the "In" button. To indicate that

you're clocking out, press the "Out" button.

Clocking in with the keypad

1. Enter your four-digit employee ID number on the keypad. The station will emit a beep and the screen will

display your name and the number of hours you' ve wo rk ed i n this pay period.

2. To indicate that you're clocking in, press the "In" button. To indicate that you're clocking out, press the

"Out" button.

On site/off site

This function of the TimePilot system is used to keep track of employees who are on the clock but don't necessarily spend their entire day at the facility (making a delivery, for instance). When an employee indicates he or she is off site, the TimePilot In/Out Manager shows that he or she is not at the facility, but keeps compiling his or her work

TimePilot User Manual 37

hours. Indicating that you are going off-site or on-site is much like clocking in or out.

Going off site or returning on site with the iButton

1. Gently hold the button on the receptor on the station until the station emits a beep. The screen will display

your name and the number of hours you've worked in this pay period.

2. To indicate that you're going off site, press the "OFF SITE" button. To indicate that you're returning on

site, press the "ON SITE" button.

Going off site or returning on site with the keypad

1. Enter your four-digit employee ID number on the keypad. The station will emit a beep and the screen will

display your name and the number of hours you' ve wo rk ed i n this pay period.

2. To indicate that you're going off site, press the "OFF SITE" button. To indicate that you're returning on

site, press the "ON SITE" button.

Messages

If an employee has been sent one or more messages, when he or she uses the station for any reason (clocking in or out, going off or on site, etc.), the second line of the display screen will tell the employee that a message is waiting. Because the TimePilot station can only display two lines at a time, the TimePilot software will break up a longer message into a series of messages. The employee can "step through" the message in two ways:

1. By pressing the "#" (pound) key on the station's keypad. Each time the key is pressed, two lines of the

message will appear. With this method, the message remains in memory and will be available to the employee the next time he or she clocks in or out.

2. By pressing the “*” (star) key on the station’s keypad. Each time the key is pressed, two lines of the

message will appear. With this method, the message is deleted if the employee presses the star key after reading the message.

NOTE: Once a message is deleted, it cannot be retrieved!

TimePilot User Manual 38

Keeping accurate time on your system and using the Atomic Clock feature

It’s essential to keep the clock accurate on the computer that holds the TimePilot data files. The TimePilot system gets its date and time from the computer that holds the clock-in and clock-out data—not necessarily the computer running the TimePilot program.

If you store your TimePilot data on your computer’s local drive (such as Drive C), then that PC’s system clock will be used to keep accurate the date and time in the TimePilot software and the time clock station. If you have TimePilot collect your clock-in and clock-out data on a network drive, then the server’s clock will control the date and time in the TimePilot software and time clock.

If you have access to the Internet, Windows can automatically synchronize the date and time using the Ato mic Clock, which is run by NIST, the U.S. government’s National Institute of Standards and Technology.

For detailed instructions on setting up your computer and/or server to synchronize with the Atomic Clock, put your TimePilot CD into your CD drive and click the “Atomic Clock” button. Follo w the instructions that appear for your operating system.

TimePilot User Manual 39

TimePilot system accessories and supplies

To order supplies, please call the Royal Supplies Department toll-free at 1-888-261-4555 or visit our web site at www.Royal.com. Available supplies include:

• Additional iButtons. These iButtons make it simple for you to add employees to your system.

iButtons Model No. PCUA No.

Pack of 5 iButton5 29420L Pack of 10 iButton10 29421N Pack of 25 iButton25 29422Y

• Longer communications cable. Need to move your time clock farther than the standard 50 feet from your

PC? We offer a 200-foot cable, complete with connectors, to run from the Time Clock Station to the USB Adaptor.

iButtons Model No.

A No.

Cable Model No. PCUA No.

200 feet COMMCABLE 29423S

TimePilot system upgrades

Upgrades to your TimePilot system are available at www.TimePilot.com or by calling 1-630-389-3303. Among the upgrades available are:

• TimePilot Professional: Includes an enhanced, more powerful version of the TimePilot software.

• Custom lengths of cable: Do you know exactly how much cable you’ll need? We can provide cable with

connectors to exactly the length you specify, between 200 and 1,000 feet.

• Annual support contract. While the TimePilot systems are easy to install and use, there may be times when

you need help. This contract gives you telephone and/or e-mail support from TimePilot technical support specialists for one year.

• TimePilot PC: A software-only version of the TimePilot time and attendance system that can be added to

your Royal TimePilot system. Employees clock in and out right from their computer.

 TimePilot PC upgrades:

 Biometric fingerprint reader: Allows employees to identify themselves to the TimePilot

PC system with a fingerprint.

 Blue Dot Receptor: Allows employees to identify themselves to the TimePilot PC system

with iButtons.

TimePilot User Manual 40

ROYAL ELECTRONIC CASH REGISTER AND TIME CLOCK LIMITED WARRANTY

Royal Consumer Information Products, Inc. (“Royal”) at 379 Cam pus Drive, 2 warrants that your NEW Royal Electronic Cash Register or Time Clock (“Product” ) is free of defect s of workma nship and materials. If there is a defect or malfunction of this Product, Royal will repair the Product free of charge as follows:

PARTS: New or comparable rebuilt parts in exchange for defective parts for ONE YEAR from the date of purchase.

LABOR: All labor charges incurred from a Royal Authorized Service Center or the Royal Corporate Service Center are covered for 90 DAYS from the date of purchase. After 90 days there will be a labor charge for repair of the Product and/or assemblies such as the keyboard, display(s), logic board, power supply and printer(s) at the Royal Corporate Service Center’s or the Royal Authorized Service Center’s then prevailing rates. The Product must be brought to a Royal Authorized Service Center nearest to your location; or the Product must be shipped postage prepaid, insured and via a traceable shipping method to a Royal Authorized Service Center or to the Royal Corporate Service Center. Royal will pay return postage from the Royal Corporate Service Center duri ng the la bor warranty period only.

This warranty does not apply to persons who purchased this Product second hand or used.

This warranty does not include the replacement of ink rolls, ribbons, time cards, paper rolls or any other consum ables or supplies used in the cash register or time clock and consumed through the normal use of the Product.

This warranty does not include cleaning, adjustments, parts, or repairs required by circumstances beyond the control of Royal, including, but not limited to, fire or other casualty, accident, neglect , abuse, a bnormal use, m isuse or batte ry leakage damages. THERE ARE NO OTHER EXPRESSED WARRANTIES EXCEPT AS STATED HEREIN. AFTER THE PERIOD OF EXPRESSED WARRANTY SET FORTH HEREIN, THERE ARE NO EXPRESSED OR IMPLIED WARRANTIES AND THOSE EXCLUDED INCLUDE THOSE OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. Royal shall NOT be liable for CONSEQUENTIAL DAMAGES resulting from any failure, defect, or malfunction of this Product. Some states do not allow limit ations on how lon g an implied warranty lasts and some states do not allow the exclusion or l imitation of i ncidental or consequential damages, so the above limitations or exclusions may not apply to you.

TO OBTAIN SERVICE UNDER THE TERMS OF THIS WARRANTY:

• Pack your Product in the original carton or equivalent.

• Enclose a copy of the bill of sale or other documentation showing original purchase date.

• Enclose a card or note describing the difficulty you have had with the Product.

• Be sure to include your complete name, address and day-time telephone number.

• Bring or ship, prepaid and insured, via a traceable shipping method the above Product to the nearest Royal Authorized Service Center location or to the Royal Corporate Service Center. The Royal and/or the Service Center cannot be held responsible for any loss or damage that occurs while i n transit .

For Authorized Service Centers within your local area, please call 1-888-261-3888 or 1-800-27 2-6229. I n C anada call 1-888-266-9380. Or you may call the Royal Corporate Service Center directly at 1-630-3 15-2603 f or shipping instructions and additional information.

Please retain the original proof of purchase for your records to establish date of original purchase. Your warranty starts with the date of original purchase. This warranty gives you specific legal rights, and you may also have other

Floor, in Somerset, NJ 08875 USA

TimePilot User Manual 41

rights which vary from State to State.

• This warranty is valid only on cash registers and time clocks purchased, delivered and used in the United States and/or Canada.

TimePilot User Manual 42

Safety and Legal Notices

Trademark Notice

All trademarks, registered trademarks and service marks mentioned in this manual and with this product are for identification purposes only and are the property of their respective holders.

Proposition 65 Notice:

The following notice is given in accordance with California Proposition 65.

WARNING: This product contains chemicals known to the State of California to cause cancer, birth defects, or other reproductive harm. Wash hands after handling.

FEDERAL COMMUNICATIONS COMMISSION (FCC) RADIO FREQUENCY INTERFERENCE STATEMENT INFORMATION TO THE USER

CAUTION: Changes or modifications to this unit not expressly approved by the party responsible for compliance

could void the user’s authority to operate the equipment.

NOTE: This equipment has been tested and found to comply with the limits for a Class A digital device,

pursuant to Part 15 of the FCC Rules. These limits are designed to provide reasonable protection against harmful interference when the equipment is operated in a commercial environment. This equipment generates, uses, and can radiate radio frequency energy and, if not installed and used in accordance with the instruction manual, may cause harmful interference to radio communications. Operation of this equipment in a residential area is likely to cause harmful interference in which case the user will be required to correct the interference at his own expense.

TimePilot User Manual 43

TimePilot End-User License Agreement

NOTICE TO USER:

THIS IS A CONTRACT. READ IT CAREFULLY. BY BREAKING THE SEAL ON THE DISK ENVELOPE YOU ACCEPT ALL THE TERMS AND CONDITIONS OF THIS AGREEMENT. IF YOU DO NOT AGREE WITH THE TERMS AND CONDITIONS OF THIS AGREEMENT, YOU WILL NOT BE ABLE TO USE THE SOFTWARE. IF YOU DO NOT ACCEPT THIS AGREEMENT AND HAVE PROOF OF PURCHASE, YOU SHOULD RETURN THE UNUSED SOFTWARE AND THE TIMEPILOT PRODUCT IN ITS ENTIRETY TO THE PLACE OF PURCHASE FOR A REFUND, WITHIN THE TERMS OF THE RETAILER’S RETURN POLICY.

This TimePilot Corporation License Agreement for TimePilot ("Agreement") is a legal agreement between you (either an individual or a single legal entity) and TimePilot Corporation, a vendor for Royal Consumer Information Products, Inc., for TimePilot product(s), which includes computer software and may include associated media, firmware, printed materials, and "online" or electronic documentation ("Licensed Material"). By downloading, installing, copying, or otherwise using the Licensed Material, you agree to be bound by the terms of this Agreement.

LICENSE FOR LICENSED MATERIAL

Copyright laws and international copyright treaties, as well as other intellectual property laws, including, without limitation, those covering trade secrets, and treaties protect the Licensed Material. The Licensed Material is licensed, not sold.

GRANT OF LICENSE. This Agreement grants you the following rights: Licensed Material: You may install and use, during the Term of this Agreement, the Licensed Material on the number of computers identified by you when you

purchased this Licensed Material License to use TimePilot.

Storage/Network Use: You may also store or install a copy of the Licensed Material on a storage device, such as a network server, used only to install or run

the Licensed Material on your other computers over an internal network: however, you must acquire and dedicate a license for each separate computer on which the Licensed Material is installed or run from the storage device. A license for the Licensed Material may be shared and used concurrently on different computers to the limit specified above.

Exclusion for Commercial Use: Notwithstanding the foregoing, you are not licensed to use the Licensed Material to provide services of any kind to others,

whether for a fee or not, without TimePilot Corporation's express written consent.

DESCRIPTION OF OTHER RIGHTS AND LIMITATIONS.

Assignment: Neither this Agreement nor any rights hereunder may be assigned, sublicensed or otherwise transferred, in whole or in part, by you. Limitation on Reverse Engineering, Decompilation and Disassembly: You may not reverse engineer, decompile or disassemble the Licensed Material. Rental: You may not rent, lease, lend or otherwise transfer the Licensed Material whether for value or not. Support Services: TimePilot Corporation may provide you with support services related to the Licensed Material ("Support Services"). Use of Support Services

is governed by the TimePilot Corporation policies and programs described on its web site, in "online" documentation and/or in other TimePilot Corporation-provided materials. Any supplemental Licensed Material provided to you as part of the Support Services shall be considered part of the Licensed Material and subject to the terms and conditions of this Agreement. With respect to technical information you provide to TimePilot Corporation as part of the Support Services, TimePilot Corporation may use such information for its business purposes, including but not limited to product support and development. TimePilot Corporation shall not be obligated to provide Support Services during any period during which an annual fee is not paid by Licensee or offered by TimePilot Corporation.

Termination: Without prejudice to any other rights, TimePilot Corporation may terminate this Agreement if you fail to comply with the terms and conditions of

this Agreement or fail to pay TimePilot Corporation's invoice for this Licensed Material. In such event, you must destroy all c Material and all of its component parts.

Upgrades: If the Licensed Material is labeled as an upgrade, you must be properly licensed to use a product identified by TimePilot Corporation as being

eligible for the upgrade in order to use the Licensed Material. Licensed Material labeled as an upgrade replaces and/or supplements the product that formed the basis for your eligibility for the upgrade. You may use the resulting upgraded product only in accordance with the terms of this Agreement. If the Licensed Material is an upgrade of a component of a package of software programs that you licensed as a single product, the Licensed Material may be used and transferred only as part of that single product package and may not be separated for use on more than one computer.

Copyright: All title and copyrights in and to the Licensed Material (including, but not limited to, any images, photographs, animations, video, audio, music, text,

and "applets" incorporated into the Licensed Material), the accompanying printed materials, and any copies of the Licensed Material are owned by TimePilot Corporation and/or its suppliers. Copyright laws and international treaty provisions protect the Licensed Material. Therefore, you must treat the Licensed Material like any other copyrighted material. You may not copy the printed materials accompanying the Licensed Material.

Dual-Media Licensed Material: You may receive the Licensed Material in more than one medium. Regardless of the type or size of medium you receive, you

may use only one medium that is appropriate for your computer. You may not use or install the other medium on another computer. You may not loan, rent, lease or otherwise transfer the other medium to another use.

Intended beneficiary: TimePilot Corporation, its suppliers and Licensors are the intended beneficiaries of this Agreement and shall have the right to enforce it

on their own behalf and in their name.

U.S. GOVERNMENT RESTRICTED RIGHTS. The Licensed Material and documentation are provided with RESTRICTED RIGHTS. Use, duplication, or disclosure by the Government is subject to restrictions as set forth in subparagraph (c)(1)(ii) of the Rights in Technical Data and Computer Software clause at DFARS 252.227-7013 or subparagraphs (c)(1) and (2) of the commercial Computer Software -- Restricted Rights at 48 CFR 52.227-19, as applicable. Manufacturer is TimePilot Corporation, Illinois, USA.

opies of the Licensed

TimePilot User Manual 44

LIMITED WARRANTY. TimePilot Corporation warrants that (a) the Licensed Material will perform substantially in accordance with the accompanying written materials for a period of thirty (30) days from the date of receipt, and (b) any Support Services provided by TimePilot Corporation shall be substantially as described in applicable written materials provided to you by TimePilot Corporation, and TimePilot Corporation support engineers will make commercially reasonable efforts to solve any problem issues. Some states and jurisdictions do not allow limitations on duration of an implied warranty, so the above limitation may not apply to you. To the extent allowed by applicable law, implied warranties on the Licensed Material, if any, are limited to thirty (30) days.

CUSTOMER REMEDIES. If a problem with the licensed material cannot be resolved by TimePilot Corporation's Limited Warranty above, TimePilot Corporation and its suppliers' entire liability and your exclusive remedy shall be the remedy provided in the Royal Time Clock Limited Warranty found on the preceding pages of this manual. This Limited Warranty is void if failure of the Licensed Material has resulted from accident, abuse, or misapplication. Any replacement Licensed Material will be warranted for the remainder of the original warranty period or thirty (30) days, whichever is longer. Outside the United States, neither these remedies nor any product support services offered by TimePilot Corporation are available without proof of purchase from an authorized source.

NO OTHER WARRANTIES. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, TIMEPILOT CORPORATION AND ITS SUPPLIERS DISCLAIM ALL OTHER WARRANTIES AND CONDITIONS, EITHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT, WITH REGARD TO THE LICENSED MATERIAL, AND THE PROVISION OF OR FAILURE TO PROVIDE SUPPORT SERVICES. THIS LIMITED WARRANTY GIVES YOU SPECIFIC LEGAL RIGHTS. YOU MAY HAVE OTHERS, WHICH VARY FROM STATE/JURISDICTION TO STATE/JURISDICTION.

LIMITATION OF LIABILITY. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL TIMEPILOT CORPORATION OR ITS SUPPLIERS BE LIABLE FOR ANY SPECIAL, INCIDENTAL, INDIRECT, OR CONSEQUENTIAL DAMAGES WHATSOEVER (INCLUDING, WITHOUT LIMITATION, DAMAGES FOR LOSS OF BUSINESS PROFITS, BUSINESS INTERRUPTION, LOSS OF BUSINESS INFORMATION, OR ANY OTHER PECUNIARY LOSS) ARISING OUT OF THE USE OF OR INABILITY TO USE THE LICENSED MATERIAL OR THE PROVISION OF OR FAILURE TO PROVIDE SUPPORT SERVICES, EVEN IF TIMEPILOT CORPORATION HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. IN ANY CASE, TIMEPILOT CORPORATION'S ENTIRE LIABILITY UNDER ANY PROVISION OF THIS AGREEMENT SHALL BE LIMITED TO THE GREATER OF THE AMOUNT ACTUALLY PAID BY YOU FOR THE LICENSED MATERIAL OR U.S. $5.00; PROVIDED, HOWEVER, IF YOU HAVE ENTERED INTO A TIMEPILOT CORPORATION SUPPORT SERVICES AGREEMENT, TIMEPILOT CORPORATION'S ENTIRE LIABILITY REGARDING SUPPORT SERVICES SHALL BE GOVERNED BY THE TERMS OF THAT AGREEMENT. BECAUSE SOME STATES AND JURISDICTIONS DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY, THE ABOVE LIMITATION MAY NOT APPLY TO YOU.

MISCELLANEOUS

This Agreement is governed by the laws of the State of Illinois. Should you have any questions concerning this Agreement, please contact TimePilot Corporation.

TimePilot User Manual 45

Technical support

Purchasers of the Royal TimePilot Time and Attendance System are entitled to 90 days of support, starting from the date of purchase.

To contact a TimePilot technical support specialist, please e-mail Support@TimePilot.com or call 1-630-389-3303.

One-year, renewable technical support contracts offering help by e-mail or telephone are also available. For details, contact TimePilot Corporation at the e-mail address or phone number above.

TimePilot User Manual 46

Royal TIMEPILOT VER5 GOLD User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual