TABLE OF CONTENTS

• Who has access to Employee Category reference
• Employee Category Card Overview
  • 3. Time Keeping settings
    • Automatically create Time Cards
    • Create Default CheckIn
    • Auto-Complete Time Cards
  • 4. No Work notifications
  • 5. Category Cost Rates settings
    • Sync Cost Rates from Payroll System
    • Apply Adjusted Cost Rates
  • 6. Default Roles
• Actions in Employee Category Card

Who has access to Employee Category reference

All Users can view the Employee Categories reference. Users of the HR Managers has full access.

Employee Category Card Overview

The following fields are available on the Employee Category card:

1. Category —  the name of the category
2. Description — some extra information about the category
3. Time Keeping settings
4. No Work notifications
5. Category Cost Rates settings
6. Default Roles

3. Time Keeping settings

Automatically create Time Cards

Automatically create TimeCard — select the box to create Time Cards for all Employees of the certain category for each working or scheduled day. This means that the Time Keeping processing, which runs each day, checks whether today is a work day (according to the Working Time Calendar reference) or whether there are any scheduled Dispatches for the Employees in that category. If yes, then it creates a Time Card.

The Auto-Create TCs setting has 2 use cases:

• Automatic Labor Hours
  1. This is used for Employee Categories for whom you do not need to ensure attendance but for whom you need to record labor hours for Job Costing.
  2. FCX will create a TC for each day according to the parameters on the Employee Category or Employee TK configuration cards.
  3. Requires the Employee/Category TK configuration cards to be correctly designed.
  4. Requires “Create Default CheckIn” to auto-fill the created Time Card with hours, usually 8, as specified on the Employee/Employee Category TK configuration cards.
  5. Allocation of hours can be automated via the TK configurations, or required of the Employee next-day. In the later case the Employee still has to take action each day to allocate, but does not have to Clock/Check-In.
• Alert When Employee Misses a Clock-In
  1. This works in combination with a TK Audit Rule called “Empty Time Card Without Reason.”
  2. The TKA manually creates TCs and assigns a Reason, like PTO, to them for any legitimate day-off.
  3. If time-off has not be arranged and this feature is enabled for the Employee’s Category, the Audit Rule will alert them / you next day that the Clock / Check-In was missed.
  4. Requires configuration of Audit Rule “Empty Time Card Without Reason.”

Create Default CheckIn

Create Default CheckIn checkbox is responsible for creating Check In Time Entry. Again, the TK Processing adds a Check In Time Entry to an existing Time Card, if no other Time Entries or a non-0 hours Reason have been added to the TC.

• Check-in hours, cost type and the default Work Order allocation (if configured) are taken from the employee's TK Configuration card.

Auto-Complete Time Cards

It is applied to exclude Reviewers or TK Admins from the Time Cards review process. The system will change Time Card review state to "completed" if:

1. The Time Card hasn't been completed yet.

2. Time Card's Approved hours are equal to the total of Work hours from Time Entries. Applied Lunch hours are not factored into Time Card approved hours calculation.

3. All Approved hours are allocated in the payroll table.

4. There are no audit results.

5. The Time Card doesn't have active TK requests (TAR, Time-off, etc.).

4. No Work notifications

This is used for Employee Categories that only Clock-In when scheduled a WO:

• It sends a notification to the Employee at night if they are not scheduled for tomorrow. This is meant to be a heads-up not to come to work tomorrow. It can also alert the Employee to contact their PM if they were expecting a WO.
• Requires that Role “WO is Not Required” NOT be assigned.
• Requires configuration of Notification Event and Subscription for No Work Notification.

5. Category Cost Rates settings

Sync Cost Rates from Payroll System

Based on this setting, we determine for which employee we sync Cost Rates from the payroll system when a Payroll Check is paid. Sync Cost Rates are stored in the Cost Rates table of the Payroll Check. These Cost Rates are used in Financial Distribution only with the next setting — Apply Adj.Cost Rates. Check the Cost Rates priority in FD.

Apply Adjusted Cost Rates

When this setting is active, synced Cost Rates from a Payroll Check will be added to Payroll Period Cost Rates, adjusted according to additions in payroll items and used in Time Keeping Financial Distribution calculation. 

Learn more about Cost Rates in the Payroll Check and Payroll Period.

WARNING!

If either of these boxes are checked, and you ARE NOT using synced Cost Rates it will completely break labor cost calculation!

6. Default Roles

These Roles control several aspects of how the system works for the Employee.

Usually, Employee Categories are set up in such a way that you can assign the Employee Category without needing to understand how all the Roles work.

To learn more about Employee Roles, see this article.

Actions in Employee Category Card