System Setup
The section of the program
allows you to enable or disable various options throughout the TimeForce
system.
Log
into the TimeForce system as an administrator user. From
the main "Admin"
tab, click on the Settings link located
under the System Tools section
of the screen. Click
on the Edit link located under the
System Setup section of the screen. Specify
the desired settings and click on the [SAVE SETTINGS] icon.
WARNING:
The settings on this screen are advanced system options, for use only
in specific circumstances. Do not
enable or disable an option unless you fully understand its purpose and
how it works. Contact
Qqest Technical Support for details on setting up and using advanced system
options.
Absence Settings
Absence Request Forecast: With
this setting enabled, absence requests can only be created if the employee
will have sufficient available accrued time on the specified absence code.
The "Restrict Absence" and "Restrict Absence Requests"
settings will be ignored. Restrict Absences: With this setting
enabled, the system only allows absences to be entered on an employee's
time card if the employee has the necessary "available balance"
for the accrual that the absence is tied to. No
absences can be entered that will make the user's available balance for
an accrual go into the negative.
Note: This setting is global. Not
even an administrator user will be allowed to enter such an absence. With
this option enabled, Absence Requests are automatically disabled. Restrict Absence Requests: With this
setting enabled, the system only allows an employee user to request an
absence if they have the necessary "available balance" for the
accrual that the absence is tied to. No
request can be entered for an absence that would make the employee's available
balance for the accrual go into the negative. Preapprove
Absence Requests: This feature allows you to specify an
Absence Request in the system as "preapproved."
This tells the employee that the request for time off has been approved,
but no absence is created in the system, and the hours are not deducted
from the employee's accrued hours. For absences to be created and accrual
time to be deducted, the preapproved
absence
must be set to a status of “Approved.” This can be helpful when an employee
requests time off for a future date. Although the request is approved,
the employee's accrued hours will not be affected until the date of the
absence arrives, and the supervisor sets the preapproved
absence to a status of “Approved.” Display Unworked and Holiday Options for Absence
Codes: When creating an absence code, by default the system allows
you two different types of absence, "Paid" and "Unpaid."
Selecting
this option adds the absence types of "Unworked" and "Holiday."
Unworked
hours are not added to total hours, and no pay is generated. Holiday
hours do not add to total hours and no pay is generated, but the absence
must be attached to a Holiday List. Display Job on Absences: With this setting
enabled, absences created in the TimeForce system will display the job
that the employee was scheduled to work. Absences Automatically Delete Punches:
With this option enabled,
any punches on an employee’s Time Card will automatically be removed when
an absence is created for that day. Only Allow Administrators to Delete Absence
Requests: With this
option enabled, only “admin”
users will be allowed to delete Absence Requests in the system.
Accrual Settings
Active Directory / LDAP
Integration
This option allows you to specify that the TimeForce web server is part
of the network Active Directory Domain. With this option in use, users
will not need to log in when opening the TimeForce program. See Active
Directory for instructions on setting up and using this option.
Clock Settings
Activate the Clock Controls: This option
enabled the IQ Clocks section
of the main "Admin"
tab. This section allows you to create time clock profiles for use with
the ClockLink
utility. See IQ Clocks for instructions
on this section of the program. Assign Employees to Clocks by Department:
This option allows you to assign employees to clock profiles by the default
department level that they are assigned to in the system. Override Departments by Clock Profile:
This option allows the default department setting to be overridden based
on clock profile.
Department Display Settings
Assign Employees by Department: This
option is used with User Security. With
this option enabled, when you go to create a user, employees will be assigned
by department. Specific
employees can still be manually added or removed. Show Department Numbers in Drop Downs / Structures:
Select this option to view department numbers in the drop-down lists and
tree-structures throughout the program. Show Detailed Department Structure:
This setting affects the Time Cards and Employee sections of the software.
With this option enabled, the Department
drop-down menu is removed from the screen. In order to select a department
level, users must click on the  icon
and make the desired selection from a map of all department levels.
Disbursement Settings
Email Notification System
Send an Email
to All Users that Can View the Employee: When using email
notification, by default only the supervisor that the employee is assigned
to will be notified of punch errors via email. Select this option if you
would like notifications to be sent to all
users who have access to view the employee's time card information.
Note: Email Notification settings are enabled in one of
two ways. Default company settings can be specified from the "Error
Defaults" section of the main Admin tab, or individual employee settings
can be enabled from the "Error Monitoring" section of their
employee profile in the system.
Employee Settings
Replace Employee's Existing Pay Group with
New Pay Group: With this option enabled, assigning an employee
to a new Pay Group will result in the replacement of their previous Pay
Group assignment. Allow Employees to be Assigned to Multiple
Pay Groups: With this option enabled, the system will allow employees
to be assigned to multiple Pay Groups simultaneously.
Note: See Using
Multiple Pay Groups for important notes on using multiple Pay Groups
with your employees. Employee Pay Levels: Selecting this
option allows you to insert multiple rates of pay for employees in the
“Position and Salary” section of the program. These additional pay levels
are for use with Premium Pay Policies, and can be set up by using the
“Pay Rate Formula” option. The Job Tracking module also allows you to
use additional pay levels when creating a rate for a job by using either
the “Employee Rate” or “Employee Quantity Rate” options.
See Inserting Employee Profiles
for instructions on creating multiple pay levels. See Premium
Pay or Job Tracking
for instructions on using pay levels. Remove Employee's Card Number on Inactivate:
Select this option if you would like the system to automatically remove
an employee's card number when their employee profile is inactivated.
This allows that card number to be immediately assigned to another employee
without having to manually set the inactive employee's card number to
"0" first. Remove Employee's Web Account on Inactivate:
Select this option if you would like the system to automatically remove
an employee's "Self Service" login account when their employee
profile is inactivated. This will restrict inactive employees from accessing
their Time Card information in the TimeForce software. Show Employee IDs in Drop Downs: With
this option selected the “Employee” drop-down menus throughout the program
will show the ID of your employees after their displayed names. Use Dropdown Threshold for Employee Dropdowns:
This option allows you to conserve system resources and minimize
page loading times when a high number of employees have been inserted
into the system. If the number of employees in any drop-down menu exceeds
the number specified in the threshold, an image is loaded as opposed to
a drop-down list.
Export Settings
Export File Location: This setting is
the path where your export file will be created. Some payroll programs
require that the export file be created in a specific directory. Type
the desired path into this field to edit the export file location. The
default export file path is "C:\InetPub\wwwroot\qqest\Export.” Premium Code Mapping: Selecting this
option enables the “Premium Pay Export Codes” setting when creating export
templates. This setting is for use when you would like to assign hours
to a Premium Pay Code that are not specific to regular and overtime hours
(as opposed to the “Premium Pay Types” setting located in the main “Map
Hour Codes for Export” screen, which are broken up into “Regular” and
“OT” hours).
See Creating an Export Template
for further instructions. Export Date Range: Select this option
when you would like to choose an actual date range to be exported, as
opposed to exporting the Pay Period dates defined by the system. See Exporting from TimeForce
for further details. Advanced Task Codes: This option
allows you to enter advanced export codes for Tasks. These codes are used
when exporting Job Tracking information from the TimeForce system to an
external payroll management program.
Holiday Settings
Holiday Hours
Based on Schedule Start and Stop Time: By default the system
will award holiday hours based on the number of "absence hours"
specified on the schedule rule that employees are assigned to. With
this option enabled, the system will award holiday hours based on the
number of hours that employees are scheduled to work on the holiday. Lunch
deductions are not taken into account. This
is a global setting and cannot be applied individually to different holiday
lists. This option requires that schedule rules be used.
Job Settings
If
the Employee Works in Their Default Job, Pay Their Base Rate: With
this option enabled, if an employee is assigned to a default job in their
employee profile, they will receive their base rate of pay when working
on that job, regardless of the rates specified on the job profile. Absences and Holiday Hours Will be Assigned
to the Employee's Default Job: With this option selected, if an
employee has a default job specified in their employee profile, any absence
hours entered on their time card will be automatically assigned to the
specified default job. Enforce that a User Must Enter a Task with
a Job on the Self Service Interface: Enable this option if
you would like to require employees to enter a Task number when entering
a Job Tracking punch from the Self Service punch interface. Show Job Numbers in Drop Downs: Enable
this option to display Job numbers in the drop-down menus throughout the
program. Show Task Numbers in Drop Downs: Enable
this option to display Task numbers in the drop-down menus throughout
the program.
Lunch Settings
Overtime Settings
Exclude Overtime on Holidays: This option
makes it so that holiday hours count towards overtime, but are not overtime.
If holiday
hours push the hours total into overtime, the overtime hours will occur
on the previous day worked and the holiday hours will remain "regular"
hours. Exclude Overtime on Absences: This option
is basically used for exporting purposes, and comes into play when you
are using absence codes that count toward overtime. If an employee takes
an absence that puts them into overtime hours, the overtime hours are
assigned to the last day with worked hours. This assigns all absence hours
to regular hours. With this option de-selected, the pay code for the absence
in the export template is split into regular and overtime hours (for example,
“VAC REG” and “VAC OT1”). Use this option when you would like all absence
hours to be assigned to “Regular” hours while still paying the employee
the specified overtime amount. Overtime Based on Scheduling: This setting
adds a field to the overtime setup screen allowing you to specify that
only scheduled hours worked count towards overtime. Subtract Worked Holiday Hours from Overtime
Threshold: With this option selected, hours that are automatically
generated on a date specified as a holiday will count toward the employee's
weekly overtime policies, and will also be overtime (when applicable). Restrict Comp Time Holiday Rate:
xx
Pay Group Settings
Pay Settings
Pay Period Settings
Enforce Department
for Pay Period: This option allows you to assign your Pay
Periods to a Department Level. With departmental assignments specified,
the "Pay Processing" section of the program is restricted by
department. Users must log in with the necessary access rights to process
payroll, and to view/edit the department level specified for the pay period.
All other Pay Processing information is restricted.
Pay Processing Settings
Automatically Process Accruals when Processing
a Pay Period: By default when a pay period is processed from the
"Pay Processing" section of the program, all accrual totals
are automatically updated. With this option de-selected, accruals will
not be processed automatically. To
manually process accruals, go to the "Employee" tab, and then
the "Accruals" sub-tab and click on either the [PROCESS EMPLOYEE
ACCRUALS] or [PROCESS COMPANY ACCRUALS] icon. Automatically Create Hours for Selected Employees
when Processing a Pay Period: When selected, this option will automatically
generate hours for selected employees based on the number of hours specified
in the Schedule Rule that they are assigned to. Enforce Pay Period to be Locked when Exporting:
With this option selected, a processed pay period is required to be locked
before the system will allow you to export pay period information. Exclude Inactive Employees: With this
option enabled, employees set to a status of "inactive" will
be ignored when a pay period is processed. Show Punches Without Hours Section:
xx Process Upon Login: xx
Premium Settings
Punch Settings
Multi Company Support- Share Unassigned Punches:
With this option enabled, all unassigned punches will be displayed to
each company in the system. Restrict Punch Creation to Allowed I.P. Address/Ranges:
When employees are using TimeForce Self Service to enter punches, this
option allows you to restrict the I.P. addresses or ranges that the system
will accept punches from. Click on the [ADD] icon to insert additional
addresses/ranges. Use
asterisks ( * ) to specify a range (as in "192.168.*.*). Enable Employee Punch
Break Span for Unscheduled Days: When
unscheduled employees work a shift that crosses midnight, enabling this
option allows you to specify that punches falling after midnight are to
be considered as hours for the shift that began the previous day. This
setting represents the duration between an “In” and a prior “Out” punch
that the system will use in absence of a shift. Once enabled, this setting
is accessed from the Pay Policies screen.
Report Settings
Schedule Settings
Enforce Schedule Rule: When creating
a schedule for an employee or group of employees, this option requires
you to assign a Schedule Rule before you will be allowed to save the schedule. Enforce Department for Shift: xx Enforce Departmental Filter for Schedule Rule:
xx Show Assignment Schedule: xx Ignore Lunches Assigned to Employees on Scheduled
Days: With this option enabled, when an employee is assigned to
a meal policy under the "Pay Policies" section of the program
and a the schedule that they
are assigned to work is assigned to a Schedule Rule, the system will ignore
the meal policy on days that the employee is scheduled. The meal policy
will only go into effect on unscheduled days. Display Department Scheduled to Work:
Selecting this option allows you to assign your employee schedules to
a department level using the "Simple Schedule." Department
assignments can be viewed from the Employee
schedule reports, as well as the View Schedule section of the program.
This setting
does not effect the actual number
of hours worked in the department level. Display Job Scheduled
to Work: Selecting this option allows
you to assign your employee schedules to a job profile using the "Simple
Schedule." Job
assignments can be viewed from the employee schedule reports, as well
as the View Schedule section of the program. This
setting does
not effect the actual number
of hours worked on the Job. Display Task
Scheduled to Work: xx Show Pay to
Schedule: With this option enabled,
anytime a schedule is created for an employee the option to "pay
to schedule" appears. Click on this option to automatically generate
time card hours for the employee based on the number of "Required
Hours" specified by the schedule.
IMPORTANT: The number of
hours generated comes from the Required Hours field specified in the Schedule Rule that
the employee is assigned to. Ensure that the appropriate Schedule Rule
is assigned to the employee's schedule, and that the desired number of
Required Hours is specified. Use the Schedule Rule's
Start/Stop Window to Override Punch's In/Out Status: With
this option enabled, when they system receives punches for an employee
that is assigned to a schedule rule, any punch that does not have an "IN/OUT"
status specified will
not be assigned as "in"
or "out" based on whether the punch falls within the start/stop
window specified on the schedule rule.
Example: An employee forgets to
clock "in" at the beginning of the day, but clocks "out"
at the end of the day. If
there are no other punches for the day, the "out" punch will
be specified as an "in." Ignore Scheduled
Day Before and After on Holidays for Unscheduled Employees: xx
Self Service Settings
Time Card Settings
Show Hours Allocation on the Select Hours View:
This option is used with the “Allocate Hours” feature. If selected, the
hours allocation will always be displayed on the “Select Hours” screen.
See Allocate Hours for
more information. Display A Warning if the Hours Allocation Difference
is Not Zero: This option is also used with the “Allocate Hours”
feature. If enabled, the “Select Hours” screen will display a popup warning
if the “Difference” between the total number of hours and the number of
hours allocated is anything other than “0.” Pay Period Adjustment: This option allows
a user to adjust an employee's hours total for a pay period by adding
or subtracting hours from a previous pay period. Ignore MaxNonStop on Unscheduled Punches:
With this option enabled, the "Maximum Non-Stop Hours" setting
will be ignored for unscheduled punches. Show Hours Left on a Job: With this
option enabled, the available hours left on a job as calculated by the
Billable Amounts Estimated Hours is displayed on the Edit Hours Time Card
screen. Allow Duplicate Punches: By default,
when Raw Punches are created, the system checks to ensure that a punch
does not already exist for the same date and time. If the punch being
entered is a duplicate, it is not created. With this option enabled, the
system will allow the creation of duplicate punches.
User Settings
Increase Password Complexity: This option
allows you to require that system passwords be comprised of at least 3
of the 4 following, lowercase alphanumeric, uppercase alphanumeric, numeric,
and symbol. Password Length: This option allows
you to define that a password be a minimum number of characters in length. Server Observes Daylight Saving:
This option allows you to define whether or not the TimeForce Server machine
resides in an area that observes Daylight Saving. This is used in conjunction
with a similar specification on user roles, allowing for users to log
into and use the system from an area that may or may not observe DST.
Verification Explanation Text
This text is the “Company
Verification Statement” that is displayed on the Time Card tab and on
the Time Card Report. The default statement is “I certify that the above
time card is correct.”
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