Run the Time Clock Report to gather information about Time Clock entries. You can include up to four different pay periods in a single report.
To run a Time Clock Report, you need to complete the following tasks:
Note: Use the Time Clock Report function to generate Equipment Profit Reports that detail the amount of time an employee used a piece of equipment.
For a description of the report, see What the Report Shows at the end of the topic.
From the A/P > Time Clock Management menu, select Time Clock Report to display the Time Clock Report window.
Use the following fields for each pay period, as needed:
Field | Description |
Branch / Territory / All | Enter the branch or territory you want to include the report:
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Department | Enter the department you want to include in the report:
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Time Off | Enter the time off code you want to include in the report:
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Employee | Enter an employee ID or number if you want to limit the report to one user. Leave this field blank to run the report for all employees. Note: Employee IDs and numbers are maintained in Time Clock Options in User Maintenance. |
Sort By | Indicate how you want to sort the report: Department or Employee. When you set the report to sort by employee, the system sorts by employee first, then by date, then by department. |
Employee Type | Enter the employee type for which you want to limit the report. For example, if you want to run a report for just your seasonal employees, select Seasonal. Leave this field blank to run the report for all employee types. |
Employee Status | Enter the employee status for which you want to limit the report, such as Hourly. Leave this field blank to run the report for all employee statuses. |
Use the following fields for Period 1 - Period 4 lines to limit the report time frame for each pay period for which you would like to report:
Field | Description |
Start Date | Enter the date for which you want to start the report data collection. |
Start Time | By default, the system uses 12:00am for the date you entered in the previous field. Change this time, if needed. For example, if you have no shifts beginning until 6:00am, you can enter 06:00am in this field. |
End Date | By default, the system uses the date seven days from the start date. For example, if you enter 02/26/2008 in the Start Date field, the system populates the end date with 03/03/2008. |
End Time | By default, the system uses 11:59pm for the date entered in the End Date field. Change this time, if needed. For example, if you have no shifts clocked in after 8:00pm, you can enter 08:00pm in this field. |
Daily OT | Enter the number of hours equal to a full work day in order to calculate overtime. For example, enter 8 if your company's full work day equals eight hours. When your report generates, any amount of time greater than eight hours in a single day displays as overtime for that pay period. Note: To see a daily total on the report, select Break on Day when formatting your report. |
Period OT | Enter the number of hours equal to a full work week in order to calculate overtime. For example, enter 40 if your company's work week equals 40 hours. When your report generates, any amount of time greater than 40 hours in one week displays as overtime for that pay period. |
Use the Edit >Additional Data option to further limit the report by Employee # or user defined data labels.
Use the Edit > Format option to set how you want to report to print.
To format the Time Clock Report:
From the A/P > Time Clock menu, select Time Clock Report to display the Time Clock Report window.
Limit the report options, as described above.
From the Edit menu, select Format to display the Time Clock Report Format window and select the check boxes as needed:
Check Box | Description |
Detail Report | Determines what type of report runs, a Summary report or a Detail report. If you have Break of Day set to Y, the Summary report lists the total and grand total hours for the selected user names, branch numbers, departments, employee types, and dates. The Detail report lists the daily and total hours for the selected user names, branch numbers, departments, employee types, adjustments, and dates. The Detail report also includes any notes you enter on the Time Clock Detail screen. The default is Detail. |
Summary Report | |
Break On Day | Indicates how to display the total hours per person. Type Y to total the hours daily per person, or N to total the hours per person for the selected time period. The default is No. Note: The Break on Day field must be set to Y for the Daily OT option to display the amount of overtime per day on your report. |
Break On Branch | Determines if the report includes total hours for the selected branch. Enter Y to total the hours, or N to omit this total from your report. The default is No. |
Break On Department | Determines if the report includes the total hours for the selected department. Enter Y to total the hours, or N to omit this total from your report. The default is No. |
Page Break On Users | Determines where the page breaks occur in a Detail report. Enter Y to run a Detail report with each user is printed on a separate page, or N to run a Detail report with multiple users on a single page, and page breaks occurring naturally at the bottom of a page. The default is No. This option is not applicable to reports run in Summary mode. |
Show Clocking Times | Determines if users' clock in and clock out times are included in a Detail report. The default is No. This option is not applicable to reports run in Summary mode. |
Show Hours and Minutes | Determines how clocked-in time displays in the report. Enter Y to display clocked-in time in an hour/minute format, or enter N to display the times in decimal format. The default is No. For example, if an employee is clocked in for five hours and fifteen minutes and you enter Y, the time displays as 5:15. If you enter N, the time displays as 5.25. |
Separate time off from clock time | Shows time off separate from clocked time in the report. The report will contain a Total, Regular, O/T, and Time Off column. |
Click OK to keep the changes you set in Time Clock Report Format.
The Time Clock Report shows the following information:
Column | Description |
Regular | Hours to pay at regular pay rates. |
Overtime | Hours to pay at overtime rates. |
Adj Hours | Hours adjusted for this employee. |
Notes | Any notes entered during clock in or clock out, or adjustments. |
In_Time | Time the user clocked in. |
Out_Time | Time the user clocked out. |