Friday, June 24, 2022

Setting up Canada Specific Overtime Rules

Hello everyone! Today we have a very interesting post about a new feature that has been added to our system. This feature has been put in place for our Canadian customers who need to set an overtime rule that takes care of adding up the overtime hours at the end of the month for every instance that an employee worked over 40 hours in a given week. This way, instead of paying overtime weekly or bi-weekly, it is going to be paid at the 4th week of the month.

To set this up, you need to create a user type that will be used solely for employees who this rule applies to. For the sake of this example, we created one called "Fourweek0T40", but make sure to name it as something that makes sense to your own organization:

Then, go to the Manage Overtime Rules in the Administration tab and follow the necessary steps to create the rules.

After selecting the user type you wish to manage, which should be the one that was recently created for this specific purpose, then we click the "Manage" button:

Set the date when the rule will be applied for; keep in mind that the correct overtime rules will not be enforced on any entries before this date. Here is an example of how this can be setup, taken from the Overtime section on the screen you are taken to:

Click on the image to enlarge

Note that we have set it to "Any time over 160 hours, reconciled over a period of 4 weeks." This shows how the system will recognize that the employee has worked any overtime going over 40 hours in a week, within a 4 week period.

Then, we set the start of the first of these periods, like "01 May 2022" in this example, and finally, the last piece of the puzzle is setting "Workers are guaranteed 40 hours per week, with any extra regular hours reconciled at the end of the configured period". This prompts the system to calculate those extra hours that may have been accumulated at the end of the specified 4 week period.

After this, it's just a matter of following the usual process of approving the timesheets and sending the Payroll Data Batch, the additional overtime hours will only be shown on the timesheet for the last week of the monthly period. Each weekly period will show the total worked hours in contrast to the maximum of 40 reported hours.

Also, after sending the weekly hours with the integration, there is an additional new step that needs to be taken to reconcile those overtime hours. Using the "FourWeeklyReconciliation" filter and combining it with the desired user type and payroll period, we will be able to see the users that have outstanding overtime:

Click on the image to enlarge

Note the total Regular ("R") hours on the first row, followed by the 18 Overtime ("O") hours on the next row.

That's it for the moment, next week we will show you additional details related to this post, so stay tuned for more!

--Econz Team

Wednesday, June 15, 2022

The Expanded Timecard Task Event and Location Report

Hello everyone,

Today we want to talk about one of our most recently incorporated reports, the Expanded Timecard Task Event and Location Report. This one is sort of a combination of the Timecard Event Report and the Timecard Task Event and Location Report.

When you generate it, you will notice the inclusion of four new columns:

  • Start Event ID
  • Start Break Event ID
  • End Break Event ID
  • End Event ID

These columns will provide you with the information of the ID associated to each of the events gathered from the device by the employees, which can be used to create an upgraded costing analysis for your field jobs that can be used with the integration software of your preference.

Compared to the Timecard Event Report, which created a new row for each event, this one summarizes all events related to a specific entry, so whenever you start, end a task and/or take a break in between, the event IDs for each will be shown on their corresponding column and row:

Click on image to enlarge

As with most of the reports, you can generate it online or export it into a CSV file using the date range, user and team filters of our choice.

We hope you get the best out of this report, let us know if you have any questions or comments down below!

--Econz Team

Monday, June 6, 2022

Enhanced Auto Timesheet

Hello everyone, today we have an awesome update related to creating auto timesheets; we have added new functionality to make this feature much more robust. You will now be able to create timesheets with multiple tasks during the same day, make them recurrent, and even skip weekends if needed!

To enable this functionality, first we need to go to Administration tab:

Then, you can start adding timesheets, just go to the Field Workers tab, find the employee you wish to generate timesheets for and click the "Update Roster" button:

Then, you can select the start of the week, click on "Get Roster", then click the "Edit" button on the day you wish to add your changes:

You will find multiple options on the top section:

  • Auto Timesheet: enable this so that the system generates the timesheet automatically as the hours of the day pass by, simulating the generated entries as if they were added by the employee.
  • Recur Daily: use this if the employee will work on the same set of tasks on a daily basis.
  • Include Weekend: leave this unchecked if the employee won't work during the weekends so there are no punches generated on Saturdays and Sundays.
  • No End Date: click this option so that the tasks are created indefinitely.
  • End By: if the specific set of jobs you are entering are supposed to end at some specific date, then you can use this so the system stops at that day.

The next section is where you will create the actual punches, it's as easy as selecting the start and end times, then the task and subtask, if available, and clicking the "Save" button. If you need to add multiple tasks, use the "Add Change" button to add new rows until you have added everything  you need, then Click "Save" at the bottom.

Alternatively, use the red X button to remove a row. Once the changes have been saved, you can go back and view the whole timesheet preview:

Click on image to enlarge

Make notice of the fact that we chose to exclude weekends on this employee's timesheets, so Sundays and Saturdays are blank. You can also do any necessary edits after creating the auto timesheet, just click the edit button and follow the same process we just described.

That's all for now, make sure to use this wonderful time saving feature to your advantage and let us know if you have any questions or need any help setting it up.

Until next time...

--Econz Team

Wednesday, May 18, 2022

Update to Timesheets: Statutory Work Days

Hello everyone, today we are following up with a past post where we talked about customizing company holidays. Our system has now been updated to be able to provide additional details so that companies have even more complete timesheet information in case an employee had to work during a Holiday. Originally this was shown once the timesheet had been approved, but in order to make your lives even easier, we thought making this available even before that step, so Managers will be able to visualize every worked holiday right at the moment when they are starting to review the timesheets!

To illustrate the example, let's go back to the settings where we had defined our Holidays, we can see that on April 15 we have Good Friday set as one of the possible paid holidays:

This means that if an employee worked during that day, after that person has submitted their signed timesheet and the Manager in charge is approving them, then we will now be able to see the Earning/Pay Code signifying that it corresponds to STW for "Statutory Work", like the highlighted line in following example:

There we can see that Ann Marie worked on the same day that we have "Good Friday" as one of our Holidays, so instead of the Pay Code being set as a regular day "REG", it is now showing as "STW", which stands for Statutory Work. This way, the Payroll Department can easily keep track of these days that are special cases and pay their staff accordingly.

That's it for this one, let us know if you have any questions or comments below!

--Econz Team

Thursday, May 5, 2022

Third Level of Approval for General Managers

Hello everyone, hope you are doing great!

Today we will talk about something that we recently implemented that can be very useful for every one of our customers, especially the ones that require another level of approval when integrating into other Payroll and Accounting software packages. This comes back to the topic of the General Manager Approval, a feature designed so that in case someone needs to oversee that timesheet approval process, can do so after both the employees and their managers have reviewed, signed and approved their timesheets.

There are two new settings that will be found by going to the Preferences within the Administration tab:

Click on image to enlarge

Enable the "Payroll Requires General Manager Approval" option if you need to enforce the third level of approval in the timesheets before these are sent to Payroll. The default behavior when this is left unchecked is that this is only optional and no General Manager approval is required, so make sure to enable this if your organization must have another approval level prior to pushing the timesheets to an external payroll system.

Next, check the "Enable General Manager Edit Manager/Worker approval" option. With this, a General Manager user will have the capability to edit approved and accepted timesheet entries regardless of the input from the employee or the manager who would be the second level of the chain. What this means is that a General Manager will be able to approve timesheets at any point, contrary to the default behavior where they could only interact with the timesheets after both the employee and the supervisor had already approved said timesheets.

There are many cases where this can be useful, for example, the employee could have lost the device with the application and is no longer able to sign the timesheet, or that staff member's supervisor is on PTO and the General Manager is the one that would need to provide backup with the approval process. Another example would be a case when the employee needed to have a special exemption approved or some sort of extraordinary circumstances that required that person to work for more hours than usual.

That's all for now, this simple change will definitely make many jobs easier so we hope you can take full advantage of it. Leave us a comment or question down below in case you have any questions!

--Econz Team

Monday, April 18, 2022

Office Admins Working with Leave Applications

Today we have a quick but very important announcement for you: upon high demand, we have added the Manage Leave Applications functionality to Office Administrator users. You may recall that this was originally only available for Full Administrator users to review, approve or reject Leave Applications generated by employees from the Timecard GPS application.

In the past we also talked about how Administrators are able to add vacation time for employees that do not use the application but their payroll is managed through our system. We also made an update post when the Timecard GPS app added the ability to request for Vacation, Holiday and Sick leave.

Well, now Office Admins will be able to take part in the approval process! To access this functionality, just log in and go to the Staff section in the Administration tab and select "Manage Leave Applications":

From here, you will be able to utilize all of the Leave Admin features, including adding PTO, Family and even Maternity Leave!

That's all for now, leave us a comment below in case you have any questions!

--Econz Team

Friday, April 8, 2022

Customizing Company Holidays

Hello everyone! Today we have a brand new feature that will complement the configuration of User Type Holiday hours. With that, you were able to visualize the total hours that an employee would be getting on a specific working Holiday, so that Payroll Administrators can then approve these hours in case they should be counted towards the Timesheet.

By default, our system will use a predetermined set of Holidays according to the country that your account is setup with, but now you will be able to select exactly which of those Holidays should apply to your company setup.

Getting this done is pretty straightforward; first go to the Administration tab and select "Configure Timesheet Settings", which is found under the Staff section:

Then scroll down until you find the "Holiday Pay" section, make sure that "Output holiday pay" is enabled, as per the previous guide, then click on "Define Holiday Days".

Select the years that the Holidays should be pulled for (by default the current year will be already selected and pre-loaded), then click the "Get Holidays" button:

Find the days that you don't need and click on the red X to delete them.

Then scroll to the bottom and click "Save Holidays" to apply the changes:

You can also click on the plus sign if  you wish to insert your own customized Holidays, just enter the Holiday name, the calendar date and the observed date, then click the "Save Holidays" button:

When you go back to this screen, the new Holiday will be added to the system:

One more important thing to add is that you need to make sure to tick the checkbox on each of the Holidays that you wish to apply to the company's timesheets. This step is required in order to be able to view these days in your staff's timesheet when working on approving them. Once you are happy with the changes, click "Save Holidays":

That's it for today's post, we hope you can get the best out of this new feature. Stay tuned for more exciting news!

--Econz Team