Creating an Ad Hoc Timecard

What is an Ad Hoc Timecard?

Timecard data is automatically generated based on the employee’s scheduled shifts in the PLAN module. At times, a timecard for an employee without an associated scheduled shift in PLAN mode will need to be created. These timecards are called Ad Hoc Timecards.

An Ad Hoc Timecard can be created directly in PAY>Timecard for:

1. A scheduled employee on their Day Off

2. A non-scheduled employee

To Create a Timecard for a Scheduled Employee on their Day Off

1. Click on the row in the Timecard Summary section that corresponds with the date that you want to add timecard details for. The daily timecard section will load for the date selected

2. In the Daily Timecard section, click in the Group field and start entering the details for the work performed. Click with your mouse or use the tab key to move to the next field.

3. Populate all the fields needed for the timecard. (see list of fields below)

4. After all required fields have been populated, press Enter or click the pencil icon at the left of the timecard row to accept the changes and activate the Save button

5. Click the Save button in the upper right corner to save the timecard

6. The timecard rules will automatically apply after the timecard is saved, generating rates, overtime, premiums, account codes, etc.

To Create a Timecard for a Non-Scheduled Employee

1. Click the +Add Timecard for Employee button, located at the top of the employee list. The Select Employee dialog will open

2. Select the name of the employee that you want to add a timecard for

3. Click the select button. The dialog will close and a timecard for the selected employee will appear in the Main Pane

   1. If the employee has any work logged for another area/group during the same date range, the details will appear in the timecard

   2. If the employee has not worked anywhere else within the organization during the same date range, a blank timecard will appear

4. Click on the row in the Timecard Summary section that corresponds with the date that you want to add timecard details for. The daily timecard section will load for the date selected

5. In the Daily Timecard section, click in the Group field and start entering the details for the work performed. Click with your mouse or use the tab key to move to the next field.

6. Populate all the fields needed for the timecard. (see list of fields below)

7. After all required fields have been populated, press Enter or click the pencil icon at the left of the timecard row to accept the changes and activate the Save button

8. Click the Save button in the upper right corner to save the timecard

9. The timecard rules will automatically apply after the timecard is saved, generating rates, overtime, premiums, account codes, etc.

Timecard Fields

Group
The Group name for where the employee performed work

Occupation

The name of the occupation for the work performed by the employee. The Occupation field is constrained to existing occupations for jobs configured in the chosen Group.

Shift Type
The Shift Type that is associated with the work times being entered

Start Time
The time that the employee commenced work (see: Time Entry Tips)

End Time
The time that the employee concluded work

Units
The units will automatically calculate based on the start and end times

Reason
The reason code for the work performed by the employee

Overtime Reason
If there is an overtime rule set up for the given timecard conditions, you can leave this field blank and an overtime reason will be assigned after the timecard rules apply 

Rate
If there is a rate rule set up for the given timecard conditions, you can leave this field blank and a rate will be assigned after the timecard rules apply. If there is not a rate rule set up, you can manually enter an hourly rate into this field

Factor
If there is an overtime rule set up for the given timecard conditions, you can leave this field blank and a factor will be assigned after the timecard rules apply. If there is not an overtime rule set up, you can manually enter a factor into this field

Account Code
If there is an account code rule set up for the timecard conditions, you can leave this field blank and an account code will be assigned after the rules apply. If there is not an account code rule set up, you can manually enter an account code into this field

Tags

Tags are used for applying rules per timecard item. When a tag is configured in the rule tables, it will become available for selection in the timecard Tags field.

User-Defined Fields (UDFs)

If user-defined fields have been added to the timecard, they will appear after the Account code, and should be completed when needed.