Copyright: Timecard Help ® 1996 Mycroft Computing


Contents
TimeCard Help Contents

   Introduction to TimeCard

   Entering data into TimeCard

   Reports created by TimeCard

   TimeCard Reference


Introduction

TimeCard is a Windows program specifically designed to assist small businesses in keeping time and attendance information about their employees.  It also may be helpful for larger businesses which keep time and attendance by department.  It's particularly useful for employers who primarily pay employees on an hourly basis.

TimeCard records and calculates regular and overtime hours worked.  It also records hours employees were not at work by category.  It automatically calculates benefit hours employees earn and checks whether the employee has earned the benefit hours as they are taken.

There are very few built-in restrictions in this product.  You are not limited by arbitrary rules and you have the ability to tailor the program to suit your company's policies.

TimeCard has been released as a Shareware program.  To see more on exactly what a Shareware program is, click on the "Shareware Information" topic below.  To get information on how to register TimeCard click on the "Registering TimeCard" topic below.

Shareware Information

Registering TimeCard


About Shareware
Shareware Information

Definition of Shareware

Shareware is a distribution method, not a type of software.  By allowing free distribution of the Shareware version of a program, its distributor gives users like you a chance to try the software before buying it.

If you try a Shareware program and continue to use it, you are expected to purchase the program.  This purchase is often referred to as "registration" in the documentation.  This use of the term "registration", however, does NOT have the same implication of being optional that sending in the registration card for a program purchased through a retail outlet carries.  Individual programs differ on details but most specify a maximum period and/or number of uses during which you may evaluate the program.  If you continue to use the program after the stated evaluation period, you are legally obligated to complete the purchase.

Copyright laws apply to both Shareware and commercial software, and the copyright holder retains all rights, with a few specific exceptions as stated below.  Shareware authors are accomplished programmers, just like commercial authors, and the programs are of comparable quality.  (In both cases, there are good programs and bad ones!)  The main difference is in the method of distribution.  The author specifically grants the right to copy and distribute the software, either to all and sundry or to a specific group.  For example, some authors require written permission before a CD-ROM vendor may distribute their Shareware.

You should choose software that suits your needs and budget, whether it's a retail commercial program or a Shareware program.  The Shareware approach makes meeting your needs easier, because you can try before you buy.  Shareware has the ultimate money-back guarantee -- if you don't use the product, you don't pay for it!

Disclaimer - Agreement

Users of TimeCard must accept this disclaimer of warranty:

"TimeCard is supplied as is.  The author disclaims all warranties, expressed or implied, including, without limitation, the warranties of merchantability and of fitness for any purpose.  The author assumes no liability for damages, direct or consequential, which may result from the use of TimeCard."

This version of TimeCard is a "shareware program" and is provided at no charge to the user for evaluation.  Feel free to share it with your friends, but please do not give it away altered or as part of another system.  If you find this program useful and find that you are using TimeCard and continue to use TimeCard after the evaluation period, you must make a registration payment of $79.95 to Mycroft Computing.  The $79.95 registration fee will license one copy for use on any one computer at any one time.

If you wish to order now...

Please read the License Agreement.  When you are finished, click on Fill Out Order & Registration Form below and a registration form will be displayed ready for you to complete in NotePad.  After completing and printing out the form (or saving to a file for transmittal by fax or e-mail), continue using TimeCard via the Continue Unregistered sequence until your Registration ID arrives.  Thank you for registering TimeCard.

Fill Out Order & Registration Form


Ordering
Registering TimeCard

To place your order

Please read the License Agreement.  When you are finished, click on Fill Out Order & Registration Form below and a registration form will be displayed ready for you to complete in NotePad.

Fill Out Order & Registration Form

mail to:

Mycroft Computing
P.O. Box 12101
Baltimore, MD  21281

along with your check, money order, or purchase order

or fax to:

(410) 732-2492

along with your purchase order

or e-mail to:

internet:  mycroft@erols.com

along with your purchase order


Procedures

Below is a list of the data entry functions of TimeCard.  Each topic describes how to enter the necessary information for that particular screen.

Setup/Configuration Procedures

Time Off Codes

Benefit Accrual Rules

Preferences

Employee Procedures

Employee Information

Employee Personal Information

Employee Accrued Hours

Employee Wages

Security Procedures

Manager Access

Change Password

Timecard Procedures

Employee Timecards

Time Off Hours

Reporting Procedures

TimeCard Reports

Employee Accrued Hours Updates


Time Off Codes
Editing Time Off Codes

Time Off codes represent the reasons an employee is not at work during a regularly scheduled day.  The hours attributed to time off for a particular day can be a combination of several codes/reasons.

Editing

To add a new Time Off code, select "<New Time Off Code>" from the list of time off codes, enter the necessary information in the data fields (as described below), and click on the SAVE button.

To change a time off code, select the code from the list of time off codes, make the necessary changes, and click on the SAVE button.  If at a later time you decide to turn off the accrual rules option, you must remove all Benefit Accrual Rules information and Employee Accrued Hours information for the time off code/reason before TimeCard will let you save the change.

To remove a time off code, select the code from the list of time off codes and click on the DELETE button.  TimeCard will ask you to confirm that you want to delete the code before actually removing it.

A Time Off code can not be removed if any Time Off Hours using this code have been entered, or if Employee Accrued Hours have been entered (or created by TimeCard), or if Benefit Accrual Rules have been created for the accrual of those hours.  All records that use the Time Off code/reason must be removed before the Time Off code can be removed.

Below are descriptions of the data items that can be entered on this screen:

Time Off Code

This code is a single character that represents the reason the employee was not at work.  This code will also be used as a hot key in a popup menu on the TimeCard screen when entering Time Off hours.

Code Description

The description of the reason the employee was not at work.  This description may be up to 30 characters long.

Hours are paid

Marking this check box means that the hours entered for this Time Off reason will be totaled with the actual hours worked.

Hours count towards overtime

Marking this check box means that the hours entered for this Time Off reason will be counted when calculating overtime hours for the week.

Hours have benefit accrual rules

Marking this check box means that the hours entered for this Time Off reason have defined rules which govern how many hours of this benefit the employee has accrued.  Vacation, sick, and personal time are typical examples.  These rules will only apply to those employees who have the "Eligible to earn Benefit hours" box checked.  If the Time Off reason has accrual rules, two more data items are required:

Benefit basis

Hours for this benefit can be accrued based on the calendar year (the accrual period begins January 1 and ends December 31) or the employee's anniversary year (beginning on the anniversary of their start date, and ending the day before their next anniversary).

Validate benefit hours

When benefit hours are entered for an employee, TimeCard will check to see if the employee still has hours available for that benefit.  If the employee must have already earned the hours in order to take them, then check Earned to Date.  However, if the employee may take hours they will earn by the end of the year (either Calendar year or Anniversary year) then check As of Year End.

If Earned to Date is selected then the hours available are updated at the beginning of each month (either Calendar month or Anniversary month).  If As of Year End is selected, then the hours available are updated at the end of the year.  In either case, if a termination date has been entered for the employee on the Employee Information screen, then the hours available are updated as of that date.


Benefit Accrual Rules
Editing Benefit Accrual Rules

Basic Example

Complex Example

Benefit accrual rules control the number of hours employees earn for benefits.  Each benefit has it's own set of rules.  Based on these rules, employees accrue hours for each benefit at the beginning of each calendar month or anniversary month, depending on the 'Benefit Basis' value of the Time Off Code for this benefit.

When an employee uses benefit hours (vacation, sick, etc.), TimeCard verifies that the employee has accrued the hours requested.  If not, TimeCard allows you to record a negative balance for an employee if you choose.

Editing

To add a new rule, select the benefit for the rule, enter the necessary information in the data fields (as described below), and click on the SAVE button.

To change a rule, double-click on the rule in the selection box and the data values for that rule will be displayed automatically.  Make the necessary changes and click on the SAVE button.

To remove a rule, double-click on the rule in the selection box.  When the data values for that rule are displayed, click on the DELETE button.  TimeCard will ask you to confirm that you want to delete the rule before actually removing it.

When you select a new benefit, or when you close the screen, TimeCard will check the Start Months and End Months ranges in the current rules for gaps and overlaps.  If a problem is found, TimeCard will inform you where the gap or the overlap exists and will not allow you to select a new benefit or close the screen until the problem has been corrected.

Below are descriptions of the data items that can be entered on this screen:

Start Months

This is the minimum number of months the employee must have worked at the company to begin earning benefit hours at this particular rate.  The first rule for a particular benefit must have a Start Months value of 0.

End Months

This is the maximum number of months the employee must work at the company to continue to earn benefit hours at this particular rate.  The last rule for a particular benefit should always have an End Months value of 999, to be sure you cover long-time employees.

Annual rate that hours are earned

The number of  benefit hours an employee earns in a calendar or anniversary year.  If the Start Months and End Months for a particular rule cover less than a year, the rate must still be the yearly rate.  TimeCard will automatically calculate how many hours per month the employee earns.

Hours carried over

The maximum number of benefit hours, if any, the employee is allowed to carry over into the next calendar or anniversary year.  If an employee has earned, but not used, more benefit hours than allowable the employee will lose them at the end of the year.


Simple Benefit Example
Benefit Rule Example

If company policy is that employees earn 2 weeks of vacation for the first 5 years, 3 weeks of vacation for 5 to 10 years, and 4 weeks of vacation for 10 or more years, and may not carry over any hours into the next year, your Benefit Accrual Rules should be entered as:

Start Months   End Months   Annual Rate   Carry Over

      0            60            80            0

     61           120           120            0

    121           999           160            0


Complex Benefit Example
Benefit Rule Example

If company policy is that employees earn 1 week of vacation after working 6 months, then earn 2 weeks of vacation after the first year, 3 weeks of vacation after working 5 years, and 4 weeks of vacation after working 15 years, and can carry 10% of their earned vacation over into the next year, after the first year.  Your Benefit Accrual Rules should be entered as:

Start Months   End Months   Annual Rate   Carry Over

     0              6             0            0

     7             12            80            0

    13             60            80            8

    61            180           120           12

   181            999           160           16

For the first 6 months, no vacation is earned.  For the next 6 months, vacation is earned at the rate of 80 hours (2 weeks) per year.  Since this period is only for half a year, the employee will actually earn 1 week of vacation.  For the next 4 years, the employee will earn vacation at the rate of 80 hours per year, but will be able to carry over 8 hours (1 day) into the next year.  Beginning on the 5th year, the employee will earn 120 hours per year and carry over 12 hours into the next year.  After 15 years the employee earns 160 hours per year and can carry over 16 hours into the next year.


System Parameters
Preferences

Here is where you can change preferences which affect how TimeCard calculates and displays information.  Each preference affects a different part of how TimeCard works, and has an installed setting that can be changed.  The changes will be made in TimeCard as soon as you leave the screen.

To change a preference, select the new option or enter the new value and click on the SAVE button.

Below are descriptions of the preferences that can be changed on this screen:

Adjust hours to nearest

This controls how hours worked will be calculated and adjusted.  The installed setting is to round the total hours worked for the day to the nearest quarter hour.

Display hours in

This controls how hours will be displayed on the screen and in reports generated by TimeCard.  The installed setting is hundredths (two decimal places).

Select from

This controls which employees you will be able to select when using the Employee Information, Employee Personal Information, Employee Accrued Hours, and Employee Wage screens, and when creating the Employee Information Report.  The installed setting is to include all employees entered into TimeCard.

Please note that the employee names available when entering Employee Timecards, editing Time Off Hours, and creating the Hours Worked Report and the Timecard List are automatically selected based on the Start Date and Term Date of each employee.  If the employee was employed at least one day during the particular week, their name will appear for selection.

First week start date

This is the earliest date for entering timecards.  This date must be the same day of the week as your pay week starts.  The installed setting is the Sunday previous to the date you installed TimeCard on your computer.


Employee Information
Editing Employee Information

Employees are added to TimeCard here.  The Start Dates and Term Dates are used to determine the employees for whom you will be able to enter timecard information for a particular week.

Editing

To add a new employee, select "<New Employee>" from the list of employees, enter the necessary information for the new employee in the data fields (as described below) , and click on the SAVE button.  When you add a new employee, TimeCard will give you the option of adding both Employee Personal Information and Employee Accrued Hours at that time, or at a later date.

To change the employee information, select the employee from the list of employees, enter the changes and click on the SAVE button.

To remove an employee from TimeCard, select the employee from the list of employees and click on the DELETE button.  TimeCard will ask you to confirm that you want to delete the employee before actually removing them.

Note that when you remove an employee from TimeCard, all timecard information for that employee is removed.  If the employee has left the company, enter the employee's Term Date.  This keeps the timecard information in the system, available for reporting or for later reference should any questions arise.

Below are descriptions of the data items that can be entered on this screen:

First Name

This is the employee's first name, and middle initial if desired.  You may enter up to 15 characters.

Last Name

This is the employee's last name.  You may enter up to 20 characters.

SSN

This is the employee's Social Security Number.  Each employee MUST have a different Social Security Number.

Start Date

This is the date the employee started working for your company.  This date is used to calculate how long the employee has been working for the company, so that the correct number of benefit hours can be accrued.

Term Date

This is the date the employee left your company.  No worked hours or time off hours can be entered for the employee after this date.

Eligible to earn Benefit hours

This indicates whether the employee is eligible to earn vacation, sick time, etc.  If the employee is eligible, they will earn hours based on the length of their employment, and the benefit rules entered into TimeCard.

Note that even though an employee is marked as not eligible for benefits, if part time or temporary employees can become eligible for vacation, sick time, etc. then an accrual record can be added for the employee for the number of hours they will earn for this benefit year.  This accrual record will need to be updated each year the employee is eligible for benefit hours.

The following fields are optional when entering Employee Information:

Position

This is the employee's current job position.  You may enter up to 30 characters.  No editing is performed on this field.

Department

This is the employee's current department.  You may enter up to 30 characters.  No editing is performed on this field.

When you select an employee, TimeCard will fill in the appropriate amounts for the Accrued Benefits information at the bottom of the screen.  If the employee is marked as not eligible for benefits then the Usable amount will be marked "***".

•	The Usable amount is the number of hours that the employee has available, based on how the Time Off Code for the benefit is defined.

•	The Taken amount is the number of hours that the employee has used in the current year.

•	The Balance amount is the difference between the Usable amount and the Taken amount.


Employee Personal Information
Editing Personal Information

Personal information entered here for an employee is optional.  TimeCard does not use any of this information, except to report it in the Employee Information List.  However, it provides a quick reference to address and emergency information.

Editing

To add personal information, select the employee from the list of employees, enter the desired information, and click on the SAVE button.

To update personal information, select the employee from the list of employees, make the necessary changes, and click on the SAVE button.

To remove the personal information, select the employee from the list of employees and click on the DELETE button.  TimeCard will ask you to confirm that you want to delete the personal information before actually removing it.

Below are descriptions of the data items that can be entered on this screen:

Address

Enter the employee's street address, city, state, and zip code.  You may enter up to 30 characters for the street and up to 20 characters for the city.

Phone

Enter the employee's home telephone number, including area code.

Contact

Enter the first and last name of the person to be contacted in case of an emergency, up to 30 characters.

Day/Night Phone

Enter the day and evening phone numbers, including area code, of the emergency contact.

Relationship

Enter the relationship of the emergency contact to the employee, (e.g. spouse, parent, etc.), up to 20 characters.


Employee Accrued Hours
Editing Employee Accrued Hours

Employee accrued hours are entered when an employee who has already been working for the company is added to TimeCard.  The hours entered here are used as the starting point for calculating the number of benefit hours the employee has earned.  Once the employee's hours have been entered here, no further changes to this information should be necessary.

Entries are also made here for employees (such as part time employees) who are marked as not Eligible to earn Benefit hours, but have become eligible for vacation, sick time, etc.  Entries made here for this type of employee are only valid for the current year (either Calendar or Anniversary) and must be updated each year the employee is eligible for the benefit.

Editing

To add a new Employee Accrued Hours record, select the employee from the list of employees, select the appropriate benefit from the list of benefits, enter the hours and the date that the employee first accrued those hours, and click on the SAVE button.

Manager Access must be turned on to change an Employee Accrued Hours record.  When you click on the SAVE button, TimeCard will automatically ask you to enter the password.

To change the Accrued Hours for a benefit, select the employee from the list of employees and double-click on the record in the current balances box or select the benefit from the list of benefits.  Make the necessary changes and click on the SAVE button.

To remove the accrued hours for a benefit, select the employee from the list of employees, double-click on the record in the current balances box or select the benefit from the list of benefits, and then click on the DELETE button.  TimeCard will ask you to confirm that you want to delete the hours before actually removing them.

Note that removing accrued hours will not prevent the employee from earning hours for that benefit.  Accrued hours will still be calculated beginning with the employee's start date.  To prevent benefit hours from being accrued, the Time Off Code must be modified to say that accrual rules do not exist for the code.

Below are descriptions of the data items that can be entered on this screen:

Hours Accrued

This is the number of hours the employee has already earned.

As Of Date

This is the date that the employee earned the number of accrued hours entered.


Employee Wages
Editing Employee Wages

Manager Access must be selected to access this screen.

Employee wage information is used in the Hours Worked Report to calculate gross wages for the regular, overtime, and total hours worked.  Gross wages for a weekly wage are based on a 40 hour week.  Gross wages for a monthly and yearly wage are based on a 2080 hour year (40 hours per week for 52 weeks).

When a wage entry is made for an employee, the previous wage's End Date is automatically updated to the day before the Start Date of the new wage entry.

Editing

To add a new wage entry, select the employee from the list of employees, enter the necessary information in the data fields (as described below), and click on the SAVE button.

To change a wage entry, double-click on the wage to be changed in the wage history, make the necessary changes, and click on the SAVE button.  If you change the start date of a wage, the end date of the next older wage will be automatically adjusted to the day before the new start date.

To remove a wage entry, double-click on the wage in the wage history and click on the DELETE button.  TimeCard will ask you to confirm that you want to delete the wage before actually removing it.  When you remove a wage, the Start Date of the next most recent wage is adjusted to be the Start Date of the wage removed.  If you remove the most current wage, the End Date of the previous wage will be removed, making it the new current wage.

Below are descriptions of the data items that can be entered on this screen:

Amount

Enter the dollar amount of the employee's wage.

Paid Per

Enter the period for the dollar amount (e.g. hourly, weekly, etc.).

Start Date

Enter the date that the employee begins earning the new wage.  This date must either be the employee's start date, or fall on the first day of the pay week.

NonExempt/Exempt

Select either NonExempt or Exempt.  NonExempt employees earn time and a half for overtime hours.  Exempt employees will only earn their wage, regardless of how many hours the employee works.  Hourly employees are typically classified as NonExempt.  Salaried employees are typically classified as Exempt.


Manager Access

This provides a level of security for sensitive data, and for older data.  In order to prevent unauthorized employees from viewing Employee Wage information or from changing old Employee Timecards, Time Off Hours, and Employee Accrued Hours records, a password must be entered.  If a valid password is not entered, the changes cannot be saved.

For Employee Timecards and Time Off Hours entries more than two weeks old, or for any Employee Accrued Hours entries, TimeCard will ask you to enter the password when the SAVE or DELETE buttons are clicked if Manager Access has not already been turned on.

For Employee Wage information, TimeCard will ask you to enter the password when you select the screen from the menu if Manager Access has not already been turned on.

Manager access can also be turned on and off from the Manager Access item in the File menu.

Enter password

Enter your password.  The default password for Manager Access is "PASSWORD".  You should change this password as soon as possible after installing TimeCard.  Be sure to use a password that you will remember, or to write it down in a safe place!


Change Password

The password for Manager Access can be updated at any time.  When updated, the new password takes effect immediately.  Passwords can be up to 12 characters long, and can include only letters of the alphabet (A - Z).  It does not matter if you use capital or small letters.

Below are descriptions of the data items that can be entered on this screen:

Enter Password

Your current password must be validated before TimeCard will allow you to change to a new password.

New Password

Your new password must be different than your current password.  Because the password information entered is not visible, TimeCard will then ask you to re-enter your new password.  This helps ensure that you did not make any typographical errors when you entered the new password.  If the two entries do not match, TimeCard will ask you to re-enter your new password and verify it again.


Timecard Entry
Editing Employee Timecards

Hours worked and time off hours are entered into TimeCard here.  The punch in and punch out times are entered from the employee's actual time card.

In addition, any reason the employee was not at work during a regularly scheduled period can be entered here.  Only one reason for time off hours can be entered here for a particular day.  If more than one reason needs to be entered, then go to the Time Off Hours screen by clicking on the TIME OFF... button at the bottom of the screen.

Regular hours, overtime hours, other hours and total hours are calculated automatically for the employee when you click on the SAVE button.

Editing

To add a new week of timecard information, select the employee from the list of employees, select the week ending date from the list of dates, enter the necessary information in the data fields (as described below) and click on the SAVE button.

To change a week of timecard information, select the employee from the list of employees, select the week ending date from the list of dates, enter the necessary changes, and click on the SAVE button.

To remove a week of timecard information, select the employee from the list of employees, select the week ending date from the list of dates, and click on the DELETE button.  TimeCard will ask you to confirm that you want to delete the timecard information before actually removing it.

To copy the previous week's punch in and punch out times, select the employee from the list of employees, select the week ending date for the new entries from the list of dates, and click on the COPY button.  If there are currently entries for the week, TimeCard will ask you to confirm that you want to replace the current information with the times from the previous week.  Click on the SAVE button to save the copied entries.

Below are descriptions of the data items that can be entered on this screen:

Select Employee

Select the employee for timecard entries.  All employees who were employed by your company during that week (as determined by the Start Date and Term Date) will be in the list.

Week Ending

Select the pay period week ending date for the timecard entries.  The default value is the week ending date previous to the current date.

In/Out

Enter the punch in and punch out times for each day the employee worked.  The times must be entered with 2 digits for the hour and 2 digits for the minutes and an A or P indicating AM or PM.  (For example, eight o'clock in the morning would be entered 08:00 A.)

Time Off Hours

Enter the number of hours the employee took off.  When you tab to the next data entry field, a menu will be displayed.  Select the reason the employee took time off from the menu.  When you save the timecard entries, the time off hours will also be saved.

To avoid confusion, only one time off hours entry per day can be entered on the timecard screen.  No changes to the time off hours can be made here once the timecard entries have been saved.  If you need to make changes to the time off hours, click on the TIME OFF... at the bottom of the screen.


Time Off Hours
Editing Time Off Hours

The reason an employee was not at work during a regularly scheduled period can be maintained here.  Time Off hours which were entered and saved in the Employee Timecards screen will be displayed here and changes entered here will be automatically reflected on the Employee Timecards screen when the CLOSE button is clicked.

Editing

To add a new time off hours entry, select the employee from the list of employees, enter the necessary information in the data fields (as described below) and click on the SAVE button.

To change a time off hours entry, double-click on the entry in the list of time off entries, make the necessary changes, and click on the SAVE button.

To remove a time off hours entry, double-click on the entry in the list of time off entries and click on the DELETE button.

Below are descriptions of the data items that can be entered on this screen:

Time Off Date

Select the date that the time off hours were taken.

Hours Taken

Enter the number of hours taken.

Reason

Select the time off reason.  If the reason is an accrued benefit, such as vacation, TimeCard will check to see if the employee is eligible to take the number of hours entered.  If the employee is NOT eligible, TimeCard will ask you to confirm that you want to enter the hours anyway.  If you choose to enter the hours even though the employee is not eligible, you will see more hours taken than hours earned for that benefit in the Employee Information screen.

TimeCard will warn you that the employee is not eligible to earn the benefit hours if the employee is marked that way.  If an Employee Accrual record has been created for the employee for this year, then TimeCard will verify the hours as above.


Timecard Reports

The following reports can be sent to your printer.  After selecting your report options, click on the PRINT button, and the report will be generated.

Reports and lists are sent to your default Windows printer.  To change the default printer, select the Printer Setup item in the File menu.  A screen will appear that will allow you to choose a new default printer.

Hours Worked Report

Time Off Report

Timecard List

Employee Information List

Benefit Accrual Rules List

Time Off Code List


Hours Worked Report

This report lists the regular hours, overtime hours, other hours, and total hours worked for each employee for a specified number of work weeks.  If Manager Access has been turned on, it will also include the gross wages for each type of hours.

You can create a detail report listing the hours entered, by employee, for each category for the selected weeks in chronological order, or a summary report listing the total hours, by employee, for each category for the selected time period.

Select the dates you wish to list.  The Beginning on date must begin a pay period, and the Ending on date must end a pay period.  After selecting your options, click on the PRINT button to create the report.


Time Off Report

This report lists the time off hours used, by type, for an employee or for all employees for a specified time period.  It includes the reason, the number of hours, and the total hours by reason for all employees reported.

You can create a detail report which will list each entry for the selected employee(s) and total hours for each type of time off for the selected time period, or a summary report which will list only the total hours for each type of time off the selected employee(s) took during the selected time period.  Select either "<All Employees>" or a specific employee, and the start and end dates you wish to list.  After selecting your options, click on the PRINT button to create the report.


Timecards List
Timecard List

This report lists employee timecard information.  It includes each employee's name and daily punch in and punch out times, worked hours, time off hours, and  total hours.  It also includes the regular, overtime, and other hours for the pay week.

Select either "<All Employees>" or a specific employee, and the pay period week ending date you wish to list.  After selecting your report options, click on the PRINT button to create the report.


Employee Information List

This report lists basic and personal information for employees.  It includes the employee's name, address, department, position, emergency information, and benefit accrued hours information.  If Manager Access has been selected, the employee's wage information will also be included on the report.

Select either "<All Employees>" or the specific employee you wish to list.  After selecting your report option, click on the PRINT button to create the report.


Benefit Accrual Rules List

This report lists all of the rules entered for accruing benefit hours.  It includes the description of each benefit, and it's rules (start months, end months, hours accrued, and hours carried over into the next year).

Since there are no options to select, just click on the PRINT button to create the report.


Time Off Codes List

This report lists all of the time off reasons.  It includes the reason and its code value, and indicates whether or not  the time off hours are paid, count towards overtime, and have accrual rules.

If the time off reason has accrual rules, the report indicates whether the benefit is based on a calendar year, or an anniversary year, and whether hours taken should be edited against the hours the employee has earned to date, or the total hours the employee will earn by the end of the year.

Since there are no options to select, just click on the PRINT button to create the report.


Accrual Updates
Viewing Accrued Hours Updates

This screen displays any automatic updates made by TimeCard to the Employee Accrued Hours records.

The first time each day you start the program, TimeCard checks all employee accrued hours records for any that need to be updated.  Any record for a current employee eligible to earn benefit hours whose As Of Date is more than 13 months old is automatically re-calculated to the end of the previous calendar or anniversary year, depending on the Time Off Code definition for that benefit.

This automatic process will also create an Accrued Hours record for any employee eligible to earn benefit hours who has been employed for more than 13 months for whom no information has been entered.

Click on the PRINT button if you want to print a copy of the information.


Reference

Menu Commands

Buttons

Index

Shareware Information

Registering TimeCard


Menu Commands

Select the main menu command below to see more information about the individual menu options.

File Menu

Edit Menu

Reports Menu

Help Menu


File Menu

Manager Access...

The Manager Access screen allows access to Wage information on the screen and in reports, and allows updates to old Timecard, Time Off Hours, and Employee Accrued Hours records.

Change Password...

The Change Password screen allows you to change the password for manager access.  The current password must be entered correctly to change to a new password.

View Accrued Hours Update...

The View Accrued Hours Update screen displays a listing indicating the most current automatic system updates to Employee Accrued Hours records.

Print Setup...

The Print Setup screen allows you to change your default Windows printer.  All TimeCard reports and lists are printed on the default Windows printer.

Exit

Quits the TimeCard program.


Edit Menu

Employee Information...

The Employee Information screen allows you to enter and maintain basic information about your employees.  The required the information must be entered here before timecard entries can be made for an employee.

Employee Personal Information...

The Employee Personal Information screen allows you to enter and maintain personal information about your employees.  Data entered into this screen is entirely optional and is provided for your convenience.

Employee Wages...

The Employee Wages screen allows you to enter and maintain wages for employees.  This information is used to calculate gross wages earned for each employee for the week, based on the total regular hours and overtime hours total hours entered.  Manager Access must be turned on to gain access to this screen.

Employee Accrued Hours...

The Employee Accrued Hours screen allows you to enter and maintain (if necessary) the benefit hours accrued by employees.  Entry of this information for new employees is not required.  Entry of this information for existing employees eligible to earn benefit hours is necessary when adding those employees to TimeCard so that the system knows how many hours the employees have already earned.

Entry of Accrued Hours information for employees marked as not eligible to earn benefit hours is optional, and used when that employee is allowed to take benefit hours for the current year.

Benefit Accrual Rules...

The Benefit Accrual Rules screen allows you to enter and maintain the rules controlling how many hours an employee earns for a particular benefit, and when the employee earns those hours.  Once this information is entered you should not need to return to this screen, unless your company benefit policies change.

Time Off Codes...

The Time Off Codes screen allows you to enter and maintain the reasons an employee was not at work during regularly scheduled hours.  If the reason involves benefit hours earned by the employee (e.g. vacation), the yearly basis and hours used validation method are entered here as well.

Preferences...

The Preferences screen allows you to change how TimeCard calculates and displays information.  Each preference affects a different part of how TimeCard works, and has an installed setting that can be changed.  The changes will be made in TimeCard as soon as you leave the screen.


Reports Menu

Hours Worked Report...

The Hours Worked Report lists the regular hours, overtime hours, other hours and total hours worked for each employee for a specified number of pay weeks.  If Manager Access has been selected, it will also include the gross wages for each category.

Time Off Report...

The Time Off Report creates a summary or a detailed list of the time off entries for a single employee, or for all employees, for a user selected time span.

Timecard List...

The Timecard List prints the timecard entries for a single employee, or for all employees, for a selected week.

Employee Information List...

The Employee Information List prints both the basic and personal information and benefit accrual information for a single employee, or for all employees.  If Manager Access has been selected, it will also include the wage history for the employee.

Accrual Rules List...

The Accrual Rules List prints the accrual rules for each benefit.

Time Off Codes List...

The Time Off Codes List prints all of the time off codes, and all related information for each code.


Help Menu

Contents

Contents is a basic grouping of TimeCard help topics.  Each group contains a list of more detailed help topics for that basic group.  The contents serves as a starting point for exploring help information for TimeCard.

Search for Help on...

Search allows you to select from an alphabetic list of key words to various TimeCard help topics.  Scroll down the list to find a key word describing the topic you are interested in, or type the key word in the data entry field to find the topic.  Single-click on the topic for which you want help and click on the SHOW TOPICS button.

A list of help topics will appear in the box at the bottom of the window.  Double-click on the topic, or single-click on the topic and click on the GO TO button to see the help topic information.

How to Use Help...

How to use help contains instructions and tips on how to use the various standard Windows Help functions.

The following three menu items are only displayed on the Unregistered Shareware version of TimeCard.

Registration Information...

Registration information displays a help screen that describes how to register the shareware version of TimeCard.

Enter Registration ID...

Enter registration ID displays a screen that allows you to enter the registration number you received from Mycroft Computing, to register the software.

About Shareware...

About shareware contains a description of the concept of shareware, and the limitations of the shareware version of TimeCard.

About Timecard...

The TimeCard copyright and version number and owner registration information is displayed on this screen.


Buttons

The following buttons will appear on one or more TimeCard screens.  When you single click on the button, the described action takes place.

Use this button to store any information you have entered or any changes you have made to information already in the program.

Use this button to take any information currently on your screen out of the program.  TimeCard will ask you to confirm that you want to delete the information before actually removing it.

Use this button to return to the Employee Timecards screen.  If you have changed the information on the screen and not saved it, TimeCard will prompt you to save what you have entered before removing the screen.

Use this button to copy the In/Out times only (not the time off hours) for the selected employee from the previous work week to the currently selected work week.

Use this button to create the report using the selected options.

Use this button to cancel any of the TimeCard reports and return to the Employee Timecards screen.


Index

A

Access

Accrual rules

Accruals: Automatic updates

Accruals: Benefit accrual rules

Accruals: Employee accrued hours

Accrued Hours Updates

Adding employees

Adjusting worked hours

B

Benefit Accrual Rules List

Benefit Accrual Rules

Benefit accruals

Benefit codes

Benefit rules

Benefits: Benefit accrual rules

Benefits: Time off hours

Buttons

C

Cancel button

Change Password

Close button

Codes

Contents

Copy button

D

Delete button

E

Edit Menu

Editing: Benefit accrual rules

Editing: Employee accrued hours

Editing: Employee information

Editing: Employee personal information

Editing: Employee timecards

Editing: Employee wages

Editing: Preferences

Editing: Time off codes

Editing: Time off hours

Employee Accrued Hours

Employee Information List

Employee Information

Employee Personal Information

Employee selection

Employee Timecards

Employee Wages

F

File Menu

First week start date

H

Help Menu

Hours display

Hours Worked Report

I

Introduction

M

Manager Access

Manager access: Change password

Manager password: Change password

Manager password: Manager access

Menu Commands

Menus: Edit menu

Menus: File menu

Menus: Help menu

Menus: Menu commands

Menus: Reports menu

N

New employees

O

Ordering

Overtime

P

Password: Change password

Password: Manager access

Pay period start date

Personal Information

Preferences

Print button

Procedures

R

Reference

Registration

Reporting: Benefit accrual rules list

Reporting: Employee information list

Reporting: Hours worked

Reporting: Time off codes list

Reporting: Time off report

Reporting: Timecard list

Reports Menu

Reports

Reports: Benefit accrual rules list

Reports: Employee information list

Reports: Hours worked report

Reports: Time off codes list

Reports: Time off report

Reports: Timecard list

Rules

S

Save button

Security: Change password

Security: Manager access

Shareware

T

Time Off Codes List

Time Off Codes

Time Off Hours

Time Off Report

Time off: Time off codes

Time off: Time off hours

Timecard List

Timecard procedures

Timecard references

Timecard Reports

Timecards

W

Wages

Worked hours


License Agreement
Mycroft Computing License Agreement

READ THE FOLLOWING TERMS AND CONDITIONS CAREFULLY BEFORE ORDERING THIS SOFTWARE.  ORDERING THIS SOFTWARE INDICATES YOUR ACCEPTANCE OF THESE TERMS AND CONDITIONS.  IF YOU DO NOT AGREE WITH THESE TERMS AND CONDITIONS, DO NOT PURCHASE THE SOFTWARE

1.  LICENSE

In this license agreement ("License Agreement"), you, the receiver of the license rights granted by this Agreement, are refereed to as "Licensee" or "You."  In accordance with the terms and conditions of this License Agreement, Mycroft Computing ("Licensor") grants Licensee the non-exclusive license to use the software ("Software") and documentation ("Documentation") only in the country where acquired.  In this License Agreement, the Software and Documentation and any copies or modifications are referred to as the "Licensed Product."  All rights to and in the Licensed Product, including, but not limited to, copyrights and trade secret rights, belong to Mycroft Computing and Mycroft Computing holds title to each copy of the Software.  The Software shall only be used on a single computer at one time.  You shall not transfer or distribute the Licensed Product to others, and this Agreement shall automatically terminate in the event of such a transfer or distribution.  You shall not copy or modify the Licensed Product, except that You may copy the Software for the sole purpose of backup as long as all copyright and other notices are reproduced and included on the backup copy.

2.  TERM

This License Agreement is effective until terminated.  You may terminate this License Agreement by erasing or destroying all components of the Licensed Product.  Mycroft Computing may terminate this License Agreement if You breach any of the terms and conditions.  Upon termination of this License Agreement for any reason, You shall erase or destroy all components of the Licensed Product.  All provisions of this Agreement relating to disclaimers of warranties, limitation of liability, remedies, or damages, and Mycroft Computing's proprietary rights shall survive termination.

3.  OBJECT CODE

The Software is delivered in object code only.  You shall not reverse compile or otherwise reverse engineer the Software.

4.  LIMITED WARRANTY

Mycroft Computing does not warrant that the functions contained in the Licensed Product will meet Your requirements or that the operation of the Software will be uninterrupted or error-free.

EXCEPT AS PROVIDED ABOVE, THE LICENSED PRODUCT IS PROVIDED "AS IS" WITHOUT WARRANTY OF ANY KIND, EITHER EXPRESSED OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, AND THE ENTIRE RISK AS TO THE QUALITY AND PERFORMANCE OF THE LICENSED PRODUCT IS WITH LICENSEE.

5.  LIMITATIONS OF LIABILITY

IN NO EVENT WILL MYCROFT COMPUTING BE LIABLE FOR ANY CONSEQUENTIAL, INCIDENTAL OR INDIRECT DAMAGES, INCLUDING, WITHOUT LIMITATION, ANY LOSS OF DATA, OR LOSS OF PROFITS OR LOST SAVINGS, ARISING OUT OF USE OF OR INABILITY TO USE THE SOFTWARE OR DOCUMENTATION (OR ANY HARDWARE FURNISHED WITH THE SOFTWARE), EVEN IF MYCROFT COMPUTING HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES, OR FOR ANY CLAIM BY ANY THIRD PARTY. IN NO EVENT SHALL MYCROFT COMPUTING BE LIABLE FOR ANY DAMAGES.

6.  GENERAL

Any attempt to sublicense, assign or transfer any of the rights, duties or obligations hereunder is void.  This Agreement shall be governed by and interpreted under the laws of the State of Maryland, United States of America, without regard to conflicts of provisions.  In the case of the United States Government or an agency thereof as Licensee, the following additional terms apply: Restricted Computer Software, as defined in the Rights in Data-General clause at Federal Acquisition Regulations 52.227-14; and as applicable.

RESTRICTED RIGHTS LEGEND

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.

Manufacturer is Mycroft Computing, Baltimore, Maryland.

LICENSEE ACKNOWLEDGES THAT IT HAS READ AND UNDERSTANDS THIS AGREEMENT AND AGREES TO BE BOUND BY ITS TERMS.  LICENSEE FURTHER AGREES THAT THIS AGREEMENT IS THE COMPLETE AND EXCLUSIVE STATEMENT OF THE AGREEMENT BETWEEN LICENSEE AND MYCROFT COMPUTING, AND SUPERSEDES ANY PROPOSAL OR PRIOR AGREEMENT, ORAL OR WRITTEN, AND ANY OTHER COMMUNICATIONS RELATING TO THE SUBJECT MATTER OF THIS AGREEMENT.

Should you have any questions concerning this License Agreement, or if you desire to contact Mycroft Computing for any reason, please write Mycroft Computing/PO Box 12101/Baltimore, MD 21281.

Return to Shareware Information

Return to Registering TimeCard


Accrual Rules List

<Benefit Accrual Rules List>


accrued

Accrued hours are hours that are earned over the course of some period, usually annually, at some periodic rate.  For example, vacation hours are ACCRUED at 80 hours (2 weeks) per year for employees who have been employed less than 5 years.


Benefit Accrual Rules

<Benefit Accrual Rules>


Change Password

<Change Password>


Employee Accrued Hours

<Employee Accrued Hours>


Employee Information List

<Employee Information List>


Employee Information

<Employee Information>


Employee Information

<Employee Information>


Employee Personal Information

<Employee Personal Information>


Employee Timecard

<Timecard Entry>


Employee Timecards

<Timecard Entry>


Employee Wages

<Employee Wages>


hot key

A hot key is a pre-defined key which, when pressed, performs a function or task.  In menus, the letter underlined in the menu option is a hot key.  Pressing the key for that letter will perform the same action as clicking on the menu option with the mouse.


Hours Worked Report

<Hours Worked Report>


License Agreement

<License Agreement>


License Agreement

<License Agreement>


Manager Access

<Manager Access>


Preferences

<System Parameters>


Time Off Code

<Time Off Codes>


Time Off Codes List

<Time Off Codes List>


Time Off Codes

<Time Off Codes>


Time Off Hours

<Time Off Hours>


Time Off Report

<Time Off Report>


time off

A reason an employee was not at work during a regularly scheduled period.


Timecards List

<Timecards List>


View Accrued Hours Update

<Accrual Updates>