Purpose

The Time Card module allows users to track and view time card and time clock information quickly for employees. Users can sort, edit, approve, and prepare punches for export for payroll processing. This module is essential for managing employee work hours, travel time, and breaks efficiently.

Time Card Module List View

The Time Card module home page or "list view" displays all time records within the system, allowing users to manage employee time entries efficiently. A time card is a module for tracking and managing employee work hours and related information, while a punch is a single time entry record, typically representing the start or end of a work period.

Search & Filter Options

• Field Filters:
  • Start: Punch in time.
  • Finish: Punch out time.
  • Personnel: Enter the personnel record you'd like to display.
  • Type: Customizable field for categorizing punches.
  • Cost Center: Associated record in TRUE (Job, Contract, Work Ticket)
  • Activity: Perform a search for punches related to specific activities.
• Advanced Filter: Provides additional filtering options such as date range, type, and approval status.
• Column Sorting: Sort by selecting column headers (ascending or descending).
• Time Off Requests: Submit a Time Off Request. Notification that a request was submitted is controlled by Access ID 1193.

Filter Options

• My Time: Filters by the logged-in user's time entries.
• Today: Filters for all punches for the current day.
• Pay Week: Filters for all punches for the current pay week.
• Problem: Filters all punches that have errors.
• Unapproved: Filters all punches that have not been approved.
• Unlocked: Displays all punches that are not locked.
• Clear: Clears all applied filters and search criteria.

Generate Reports

Select the PDF icon to generate the following reports:

• Personnel Hours Report: Broken down by time frame and Personnel, the Personnel Hours Report will provide columns for our standard Pay Code protocol: Name, Payroll ID, Regular Time, OT1, OT2 and Total Hours.
• Hours Report: Provides punch records including date, start/finish time, type, activity, cost center, punch notes, punch duration, and total duration for the period.
• Overtime Report: Provides punch records including date, start/finish time, type, activity, cost center, overtime for the punch, and total overtime for the period.
• Activity Report: TRUE will provide a report for hours and Cost Center broken down by the linked ‘Activity’ to the Punch data.
• Punch Type Report: A report by Personnel that will provide the duration and what type of punch data was created: Example: Attendance, Travel Pay, Per Diem, etc...
• Site Report: Offers a report to be broken down, by Personnel, on which punches were performed onsite or off site.

Import / Export Records

• Export: Select the export icon to download a CSV file of time card data for a specified date range.

Additional Features

• Time Card: Generate a Time Card report for the weeks punches.

Selected Time Record

Column Headers

Displays basic time record information and allows for editing and approval.

• Type: Options include work, travel between, and unpaid break. Travel between is used to track employees traveling from one cost center/job to another. Unpaid break is used for non-compensated periods, such as lunch breaks.
• Personnel: Employee associated with the time record.
• Date: Date of the time entry.
• Time: Start and end times of the work period.
• Duration: Automatically calculated based on start and end times.
• Cost Center: The specific division, facility, quote/job, or contract associated with a time entry.
• Activity: Work activity associated with the time record.
• Notes: Additional information or comments about the time entry.
• Approval: Icon to mark the punch as approved.
• Onsite Indicator: Shows whether the work was performed at the designated jobsite.
• Lock Icon: Prevents further edits to a time entry once all information is confirmed.

GPS Data

Displays GPS information for punches created using TRUE Time, the Time Clock in TRUE, or TRUE GO and with location services enabled. GPS Data is location information captured when using these tools for time entries. Manager Approval can be required without GPS data.

History

Provides a record of updates and creation information for the punch/record.

• Activity Log: Displays updates and creation history of the punch/record.
• Creation Information: Shows when the punch was created and by which user/employee.
• Time Zone Information:
  • Local: Information from the device that created the punch record.
  • Company: Information according to the company's time zone settings.
  • Server: Information from the server hosting the solution.
  • Start/Finish: Displays GPS data from punches.

Additional Features (Selected Punches)

• Add New Time Record “New”: Quickly add a new time entry for an employee.
• Edit Record Data: Modify existing time record information.
• ≡ icon:
  • Duplicate Records: Create similar records for multiple personnel.
  • Delete Records: Permanently remove a time record (irreversible).
  • View Cost Center: Navigate to the associated record in TRUE.
  • Delete: Permanently delete the selected punch.
• Batch Actions: Perform actions on multiple time records simultaneously.
  • Approve: Approve the selected time punches. Controlled by Access ID 1463.
  • Unapprove: Mark the selected time punches as unapproved. Controlled by Access ID 1463.
  • Lock: Lock the selected punches. No modification can be made.
  • Unlock: Unlock the selected punches, grant ability to make modifications.

Common Workflow Questions

1. How do I add a new time record for an employee?
2. Can I edit an existing time punch after it's been entered?
3. How do I approve multiple time entries at once?
4. What's the difference between locking and approving a time record?
5. How can I view overtime for a specific pay period?
6. How do I export time card data for payroll processing?