Paychex Smart Time User Guide © 2010 Paychex, Inc. All rights reserved. Paychex is a registered trademark and Paychex Smart Time is a trademark of Paychex, Inc. All other trademarks belong to their respective holders. Paychex, Inc. 911 Panorama Trail South Rochester, New York 14625-0397 Table of Contents Paychex Smart Time User Guide Table of Contents 1 Getting Familiar with Paychex Smart Time Introduction .................................................................................................................................3 Welcome .............................................................................................................................3 System Requirements.........................................................................................................3 Connection/Setup................................................................................................................3 Support and Troubleshooting..............................................................................................3 Getting Familiar with Paychex Smart Time.................................................................................4 Home Page .........................................................................................................................4 Current Alerts ..............................................................................................................4 Lists Menu...........................................................................................................................5 Reports Menu......................................................................................................................5 Files Menu...........................................................................................................................5 Settings Menu .....................................................................................................................5 Using Your Time Clock Terminal ................................................................................................5 Time Clock Key Functions ..................................................................................................5 Employee Functions at the Clock .......................................................................................6 Punching In and Out....................................................................................................6 Validated Entry Method ...............................................................................................6 Non-Validated Entry Method .......................................................................................6 Automatic Entry Method ..............................................................................................7 Proximity Badge Entry.................................................................................................7 Web Punch Time Clock Entry .....................................................................................7 Taking Paid Breaks .....................................................................................................8 Department Change (Sign In and Transfer)................................................................8 2 Setting Your Time Clock Preferences Setting Your Time Clock Preferences.........................................................................................3 Setting Your Pay Preferences.............................................................................................3 Setting Your Overtime Preferences ....................................................................................4 Setting Your Punch Preferences.........................................................................................4 Setting Your Device Preferences........................................................................................6 Setting Your Alert Preferences............................................................................................8 Creating Custom Fields.......................................................................................................9 Alert Setup...........................................................................................................................9 3 Setting Up Your Employees Setting Up Your Employees........................................................................................................3 Employee List......................................................................................................................3 Editing Your Employees......................................................................................................4 TOC - 1 Paychex Smart Time User Guide 9/10/10 Table of Contents 4 Generating Reports Generating Reports.....................................................................................................................3 Attendance and Timecard Reports .....................................................................................3 Adding a Punch...................................................................................................................3 Editing a Punch ...................................................................................................................5 Using Batch Edits................................................................................................................5 Viewing Additional Reporting Details ..................................................................................5 Using the Attendance Report..............................................................................................6 Using the Timecard Report .................................................................................................7 Creating Custom Reports....................................................................................................8 Using the Payroll Report .....................................................................................................9 Printing Reports...................................................................................................................9 5 Maintaining Your Time Clock Maintaining Your Time Clock ......................................................................................................3 Creating a Backup of Your Time Clock Data ......................................................................3 Removing Data from Your Application................................................................................3 Creating a Backup to a USB Flash Drive Directly from the Time Clock .............................4 Restoring a Data Backup ....................................................................................................4 Restoring a Backup Directly from a USB Flash Drive.........................................................5 Updating Your Time Clock ..................................................................................................6 Updating Your Time Clock Using a USB Flash Drive .........................................................7 Resetting Your Time Clock Password ................................................................................7 Resetting the Time Clock Interface Password ............................................................7 Resetting the Supervisor Mode Security Code ...........................................................8 Changing Your Software Interface Password.....................................................................8 Changing the Time on the Time Clock Terminal ................................................................9 Paychex Smart Time User Guide TOC - 2 9/10/10 Table of Contents 6 Additional Functionality Additional Functionality ...............................................................................................................3 Setting User Permissions....................................................................................................3 User Login...........................................................................................................................4 Using Departments .............................................................................................................4 Customizing Your Departments ..........................................................................................4 Assigning/Changing Departments ......................................................................................5 Removing a Department .............................................................................................5 Punching In/Out of a Department................................................................................5 Revision Zones....................................................................................................................6 Setting Your Revision Zones.......................................................................................6 Time Off Benefit Tracking ...................................................................................................6 Using Time Off Benefits ..............................................................................................7 SMTP Server.......................................................................................................................7 SMTP Server Settings.................................................................................................7 Common SMTP Server Settings