TABLE OF CONTENTS

• Access to TK Employee Configuration
• TK Configuration Card Overview
  • Default Allocation
  • Non Work Allocation
  • TK Configuration History
• Lunch settings
  • Customize Lunch Schedule
• Attestations
  • Add Attestations to TK Employee configurations
• Overtime Rules

Access to TK Employee Configuration

Employee Time Keeping configuration reference holds all essential Time Keeping settings that defines total daily hours for, default Cost Type and Work Order, clock in/out scopes and so on.

Access to the reference looks like:

• All users can view
• TK Managers and HR Managers have full access

Time Keeping configuration can be specified both for an Employee and for the entire Employee Category.

Each time you create a new Employee Category or Employee, the system will create a TK configuration for them.

You can open a required TK Configuration record through the Employee or Employee Category card and make necessary changes.

TK Configuration Card Overview

The Time Keeping Employee Configuration card contains the following information:

1. Employee or Employee Category Name.

2. TK Configuration Start Date. It shows you the date from which these TK settings are applied: the start date of the last TK configuration from the history. Click Change to edit the start date.

3. Automatically create Holidays. This setting is responsible for the automatic creation of Time Off Time Cards on days defined as holidays in the Working Time Calendar.

How it works.

During daily TK processing, the system checks the Working Time Calendar for holidays for the next 30 days (configurable part), creates Time Cards for the corresponding employees and adds a reason (PTO or Holiday). The reason to be added is specified in the system constant.

If a Time Card already exists on the day of the holiday, the system simply adds the reason hours to the TC.

4. Additional Classifier

This field is usually used by Companies to denote whether an Employee is Hourly or Salary (or Salary OT or 1099). Since this directly impacts the Payroll Export it should match your Payroll System.

Some places in FCX we use the terms "Hourly" and "Salary" to indicate whether an Emp. Clocks-In/Out to record their actual hours or if they can merely "Check-In" once per day or have their hours completely auto-generated. But some companies have employees Clock-In/Out even though they are salary either for extra Job Costing data OR to enable Salary Overtime.
DESPITE the above, Additional Classifier should only indicate the employee's official payroll classification as hourly or salary (or 1099).

5. CheckIn Hours

Leave blank for Hourly or anyone who Clocks-In and Out to record the actual number of hours they worked.

Only add a number here if an Employee is assigned "Salary" Role on the Roles tab of their Employee card.

The number you enter here will be added to the TC automatically after the Employee Checks-In. This allows Salary employees to Check-In once per day without having to Check-Out or otherwise record their exact hours.

6. Default Cost Type

Leave blank for anyone who is GPS-tracked while on-the-clock.

For non-GPS Employees, since we do not know what part of their day was "Drive" vs. "On-Site," etc., we need to specify a Cost Type here to apply in all cases.

Usually if anything is entered here it will be Office/Warehouse. Read more about Cost Type here.

7. Default Financial Accounts

Financial Accounts are the key to FCX Job Costing. They determine where different costs and revenue route and show up in Dashboards and financial reporting.

We usually specify 2 kinds of Default Financial Accounts on the Employee card, but this is not always the case. Sometimes only 1 FA will be filled-in here and sometimes neither will.

The specifics as to why an FA may be assigned here to one of these fields are complex and are based on your company’s FCX Configuration Architecture.

Common practice is to mimic the way Default FA fields are filled-in for other Employees in the same Employee Category and/or Job Title.

If you want to learn more about what each of these fields does, see the following Article.

The way Default FA interacts with other Emp. configurations to influence Job Costing is complex and is covered in our Advanced HR training course. For more information, see this article Advanced HR Training Presentation.

8. Non Work Financial Account 

It's the employee-specific non-work FA. Add a Financial Account to record all non-work hours. This account is used when hours are allocated to a non-work type of Work Order and no Financial Account is specified in that WO type.

9. ClockIn / Out Controls (Mainly for Hourly Office):

ClockIn After or ClockOut Before

These work with "ClockIn Threshold, Mins."

An Audit Rule can be configured to trigger a Notification if an Employee Clocks-In after a certain point or Clocks-Out early.

ClockIn Threshold

Permissible threshold in minutes for the ClockIn After and ClockOut Before settings.

ClockIn on Work Days only

Generally, you only need to Check this if the Employee Category is configured for automatic Check-In. This ensures the system only auto-creates and fills-out Time Cards for weekdays, not weekends.

Default Allocation

Default Work Order

Leave the table blank for anyone who allocates their time either via GPS-based automatic Allocation, or manual Allocation ex-post-facto.

Select a WO, specify the percentage of allocation and set the “Overwrite GPS WO” = YES  here for employees who always have all their time charged to the default set of WOs. 

This is usually just used for straight-overhead Employees who are auto-allocated to an OH WO.

Select a WO, specify the percentage of allocation and set “Overwrite GPS WO” = NO for employees who have automatic allocation based on GPS data.

However, on days when there is no on-site work, their time will be charged to the default WOs. Note that in this use case, the default WOs will not be applied if an employee has the option to allocate time manually (has the role “Requires WO Allocation”).

Non Work Allocation

Non Work Work Order

The table contains the list of  "Non-Work" WOs to which an employee's Time-Off will be charged. Here you can add a WO and set 100% or list the range of WOs with the required allocation %.  So when a Time Card has a reason, hours are allocated to the nonwork WOs from the TK configuration. Otherwise, the system takes the static value of nonwork WO from the system constant.

Read more about non-work here.

TK Configuration History

We record in history changes in Employee Time Keeping configuration, i.e. updates in the following fields: Additional Classifier, CheckIn hrs, Default Cost Type, FAs, Default Allocation, Non Work Allocation.

Like in Cost Rates Library, the system will ask you to select a start date to apply changes.

Lunch settings

Switch to the Lunch tab to configure manual lunch, mobile app notifications. Add required notifications to inform an Employee in the mobile app about some important event, for example, a lunch break notification.

Lunch Durations, Mins — list here Lunch duration options. All values you put here will be displayed as a list of lunches that an Employee can select in the mobile app. 

Follow the rules of correct set up of lunch duration:

• The delimiter is a semicolon.
• The max duration of lunch is 99 minutes.
• Arrange minutes in the required order. This order will be screened in the mobile app.
• Do not set many possible lunch duration options.

If you enter 0 or leave duration field empty, then an Employee should always finish Lunch manually. 

Allow Waive Lunch — activate this setting to allow an Employee to waive lunch during the day. Comments are mandatory.

There are no restrictions of how many times the Employee can waive Lunch. 

When the Employee click on Waive Lunch in the mobile app, it creates a Lunch Time Entry  with 0 clocked hours. We store Lunch comments the Employee provided in the Lunch TE. We also show zero Lunch TEs in the GPS timeline of the Time Card.

Allow ClockIn after Lunch Duration — let an Employee stay clocked in the mobile app after finishing lunch.

If this setting is active, you don't have to stop lunch or clock in manually again after the lunch you started is finished. 

Vise Versa, if the setting is off, you have to stop lunch manually after the lunch timer run out, otherwise the lunch hours will continue to be recorded.

Allow Lunch early ClockIn — to permit an Employee stop lunch earlier than expected. For example, if you select 15 minutes lunch duration, you can finish the lunch before the timer expires.

We show all information about current Lunch in the mobile app: total lunch hrs for a day, when you started the current lunch, when it will be finished and so on. 

More about Lunch option in the mobile app, read here.

Customize Lunch Schedule

Open the Lunch Schedule reference and create/edit a record. TK Managers and HR Managers have full access to the Lunch Schedule reference.

Attestations

Attestations contain some terms that Employee should accept before they start and finish work in the mobile app.

You can customize the Attestations feature yourself: create a required list of attestations for clock in and clock out, turn off declining the attestation, turn on always providing comments and so on.

TK Managers and HR Managers have full access to the Attestations reference.

Open the Attestations reference and create/edit a record. 

1. Title — a title for attestation. The Attestation Name  contains Title + Type.

2. Type determines when to show the attestation text: after clock in or before clock out. Clock In = Check In, so you can set up clock in attestations for salary employees as well.

3. Allow Decline — activate to turn on "No" option for the attestation. If the setting is active, then an Employee can decline the attestation: select No and provide explaining comments.

Comments are always mandatory for No option.  

4. Always Show Comments — use to always display “Comments” field for attestation in the app. 

5. The part you see in the mobile app when you clock in or clock out:

Decline Title —  title for the Decline Comments field.

Accept Title — title for the Accept Comments field.

The limit for these fields is 255 characters.

Use these fields to specify what exactly information Employees should provide when they select Yes or No for the attestation.

6. Text — the text of attestation itself.

Add Attestations to TK Employee configurations

Key takeaways:

• If an Employee has attestations set up in TK configuration card, this Employee cannot clock in or clock out in the mobile app until accept all attestations or provide comments for declining ones. 
• An Attestation has two options in the app: Yes and No. 
• We keep the history of attestation text changes.
• When an Employee accepts or declines attestations, we save it in the corresponding Clock In or Clock Out Time Entry (save the text of the attestation and confirmation mark).
• You can view TC attestations in its history of changes in TCR Interface.
• A notification can be enabled to send an email to supervisors, HR managers when an employee declines an attestation in the mibile app.

You can always ask for FCX help to correctly set up Attestations.

Overtime Rules

The Overtime Rules tab allows you to manage the calculation of overtime hours for employees.

In addition to OT exclusion rules in a cost type and state, you can disable the calculation of overtime hours for an employee entirely. Or do not count overtime hours the employee worked in a specific state.