Author: Kevin V.
Author Bio: A TimeClick tech support and sales guy since Jan 2015. Aside from writing the occasional article on time clock software or office networks Kevin loves reading in all forms and cycling to work.
Note: This article is for TimeClick versions LE, LE SP1 and LE 12
Once the accruals have been set up (see Accruals Part I) your system is now ready to automatically add and deduct time for employees. This is as simple as running a few hours reports and updating the system. This process is below and it is recommended that it be done in the order explained so as to avoid any errors or duplications. [ Skip to the summary at the end if you already know how it works and want the quick steps summary ]
Everything listed below will be done in the admin mode of TimeClick. To enter the admin mode simply select the Administration tab at the top and then select Enter Administration Mode. You will then need to enter the admin password.
From within the admin mode there is a reports option at the very bottom of the list. After selecting this you should see a bunch of report options. Note the All Employees Hours report option. We will be running this one later.
Selecting Other Reports will bring up a second menu of reports. This is where most of the accruals reports will be run.
Note: When running an hours report you have the opportunity to either Review or Add Accrued Hours. You almost always want to select Review. The only time you do otherwise is when you are ready to update your employee’s accrued hours.
Part 1: Reviewing the Hours
Before we actually update the system with the accrued and deducted hours it is recommended to review everything. You want to make sure the changes that are going to be applied are accurate. To do this, I suggest running a few reports and printing them to a PDF or Microsoft XPS document.
Quick tip: You can print a report to a document by either changing your default printer in Windows or, if you have the print options configured in TimeClick, you can select a PDF or XPS printer after running the report.
Step 1. First report to run is the Accruals report.
This will generate a snapshot of all the employees’ PTO, vacation and sick hours prior to the new pay period. You want to review this to make sure it is correct. Note: this report will not reflect this pay period’s changes until you have updated the system.
Step 2. Second report to run is the All Employee Hours report.
This will generate a report with all of the hours worked, accrual hours accumulated, and hours to be deducted for the pay period. Review this report and look for any issues. If all is correct then move on to the next step – updating the system.
Part 2: Updating the system
Updating the system is in two parts – adding hours accrued and deducting hours used. To do this, you simply run the corresponding reports and select the Update option. The date range chosen will be used to calculate the amounts added or deducted. It’s a good idea to double check the pay period dates for accuracy.
Step 1: To add hours earned run the report All Employee Hours report and select Add Accrued Hours to Previous Hours.
Step 2: To deduct hours used, then run the corresponding report and select Update Available Accrued Hours with Hours Used. If your employees used Sick hours then you will need to run the Sick Hours report. Vacation and PTO also have their own reports for updating the amounts used.
At this point all of the earned hours should be awarded and the used hours should be deducted. You are effectively done. This last step is simply to review all of the accruals changes for all of your employees. It will display their balance going forward into this new pay period. It is a good idea to print and save this report for your records.
Step 3: Run the same Accruals report that you ran in Part 1 Step 1 of this guide. Review and save for your records.
Congratulations! You have updated the accruals in TimeClick. Below is a quick summary of the recommended steps to run accruals at the end of a pay period.
Summary – Running Accruals in TimeClick at the End of a Pay Period
Quick reminder: Only Update the accruals ONCE for each pay period so that you don’t risk duplicating accrued hours. Run the reports and Review as many times as you like without altering the accruals.
For better organization you can save each report you run as a PDF or XPS document. Title the document with the name of the report and the date it was ran, then save it in a folder with other pay period reports.