Time Card Report

Description:

This report gives you a detailed breakdown of the hours that your employees have worked during the specified date range.  This is the most commonly used time & attendance report.

Report Criteria:

The Report Criteria screen opens when you click on the report name from the main "Reports" section of the software.  This screen is where you tell the system what data you would like it to report on.

• The Time Reports field allows you to select a different report from the drop-down menu.

• Put a check mark in the Launch Report in Separate Window box if you would like the report to open in a new web browser window.  With this option de-selected the report is displayed directly below the Report Criteria section of the screen.

• Use the Date Range fields to enter the range of days that you would like this time card to include.

• The Employees field allows you to select which employees will be included in this report.  Click on the down arrow icon located to the right of the Show Employees header to select employees.

1. To view employees from a specific department only, select the desired department from the Department drop-down menu.

2. All of your employees are listed in the Unused Employees box.  The Viewed Employees box lists the employees that will be reported on.  Select the desired employees from the Unused Employees box and click on the [>>] icon to assign them to the report.   The selected employee names are moved to the Viewed Employees box.  If you leave the Viewed Employees box empty, the report will display all employees.
   Note:  The Viewed Employees box is empty by default, thus including all employees in the report.

3. To unassign employees from a report, select the desired employee names in the Viewed Employees box and click on the [<<] icon.  The selected employees are moved to the Unused Employees box.

• If you would like to view time card data for hours assigned to a specific department only, make the desired selection from the Worked Department drop-down menu.

• If you would like to view time card data for employees who are assigned to a specific supervisor only, make the desired selection from the Supervisor drop-down menu.

• If you would like to view time card data for employees who are assigned to a specific Schedule Rule only, make the desired selection from the Schedule Rule drop-down menu.

• If you would like to view time card data for employees who are assigned to a specific pay period only, make the desired selection from the Pay Period drop-down menu.

• If you would like to view time card data for employees who are assigned to a specific term only (as in "Full-Time," "Part-Time," "On-Call," etc.), make the desired selection from the Term drop down menu.

• Use the Sort by field to select how the information on the report will be sorted.  Two sort levels can be specified.
  Example: "Department" is selected in the first field, and "Employee Name" is selected in the second.  The report will be sorted first by the department level that the employees are assigned to, and then alphabetically by employee name.

• The Options section allows you to select how much information is to be displayed on this report.  Put a check mark in the box next to each type of information that you would like the report to display.
  Note: When using rounding policies, if you would like the time card to show the actual punch times (before rounding policies were applied), select the "Actual Punches" option. With this option de-selected, rounded times will be shown. Hover your cursor over each rounded time to see the actual punch time.

Click on the [DISPLAY REPORT] icon located directly below the Options section of the screen to generate the report.

Report Output:

This report generates a separate table for each employee's hours.  The employee's name, ID, and card number are displayed in the header of the table.

Note:  The report output will vary greatly depending on which Options you have selected from the Report Criteria section of the screen.

• The header at the top of the table displays the Department and Supervisor that the employee is assigned to.  The employee's rate of Pay and assigned Pay Period are also displayed.
  Note: If you do not wish the report to display the employee's pay rate and pay period, de-select "Pay Information" in the Options section of the Report Criteria screen.

• The employee's punches for the selected date range are displayed in the body of the table.  The Date column shows the date to which the displayed punch is assigned.  Clicking on the date in this column brings up the employee's time card for the selected day.

• The Time column displays each of the punches that the employee entered into the time clock during the specified range of days.
  Note: If you would like the report to display an hours total for each day without displaying each and every punch, de-select "Show Punches" in the Options section of the Report Criteria screen.

• The Hours column displays the total number of hours calculated by the "IN" and "OUT" punches.
  Note: Only "OUT" punches will have an hours total.

• The Deductions column displays any time deductions that were taken from the employee's hours total.  Deductions are taken for an employee's lunch break and are calculated by the employee's actual punches at the time clock, or by the Meal Policy that the employee is assigned to.
  Note: If you are using the "Restrict Breaks" feature, deductions will also be taken when the employee exceeds the specified number of minutes for break.

• The Net Hours column displays the employee's hours total after all deductions have been subtracted.

• The Hours Type column displays the type of each Net Hours total (as in "Hours Worked," "Paid Absence," "Unpaid Absence," etc.).

• An hours total for the entire range of days is calculated at the bottom of each employee table.  This total is broken up by the job in which the hours total is assigned.  The number of Regular, Overtime, and Total hours is displayed along with the employee's Earnings for the specified date range.
  Note:  If you do not want the report to display "earnings" information, de-select "Pay Information" in the Options section of the Report Criteria screen.

• If you selected the "Accruals" in the Options section of the Report Criteria screen, an available hours total for each accrual policy that the employee is assigned to is displayed at the bottom of the report (including Comp Time).

• If you selected the "Signature Section" option from the Report Criteria section of the screen, a line appears for both the employee and manager to sign, verifying that the time card information is correct.

Click on the [SAVE] icon in the upper right-hand corner of the screen to save this report to a separate file.  Click on the [PRINT] icon to print the report.