TimeTrax Installation & Setup Guide Page 1 
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1
INSTALL from WEBSITE:
  1. Visit our Download page at www.PowerToolsSoftware.com.
  2. Select the link to download the desired version of TimeTrax.
  3. Download the Installation File to the folder of your choice.
  4. Use Start | Run to run the file.

If you need additional help or step-by-step instructions for downloading a file from a website, please review and print the Download Guide on our website.

 INSTALL from CD:
  1. Insert the Installation CD into your CD drive.
  2. Wait just a few seconds - the CD will automatically load a menu program.
  3. Select the menu option for installing TimeTrax, then follow the instructions.
  4. The Installation Program will...
    1. Create an Icon on your desktop named TimeTrax.
    2. Create a folder named c:\TimeTrax
    3. Install TimeTrax onto your computer.
2 GATHERING INFORMATION
  1. Before you can begin setting up TimeTrax to calculate your true payroll costs, you must first collect some basic information about what your payroll costs you.
  2. Contact your accountant or appropriate government agencies and ascertain what rates you are paying for FICA, FUTA, SUTA and other Federal, State and local payroll taxes.
  3. Contact your Workers Compensation insurance agent and determine the classifications and rates you are paying for Workers Compensation insurance, and if you have any discounts or Experience Modifiers.
  4. If you provide health insurance benefits to your employees, contact your insurance provider or agent and find out exactly what you are paying for each of your employees.  Remember, what the employees are paying out of their own paychecks is NOT a cost to you, you are only concerned about what the company is paying.
  5. If you give any Paid Time Off (Paid Vacations, Sick days, etc.), decide if you want to distribute the cost to your projects or to a separate overhead cost code.  Also, determine how many paid days per year each employee is entitled to receive.
3 START TIMETRAX
  1. To Start TimeTrax, select the TimeTrax icon on your desktop OR...
  2. Select Start | Program | TimeTrax on your Start menu.
4 ENTER COMPANY SETTINGS
  1. When you open TimeTrax for the first time, the program will automatically display the Company Settings dialog box, which is where you enter your Company name, select a Cost Code system, and make other selections about how your company operates.
  2. Enter your Company Name and other settings as indicated.
  3. Some of these settings, such as the WC Modifer, may be made at a later step in the Setup process.
  4. You may close the Company Settings dialog box at any point.
  5. To return to the Company Settings dialog box, select Settings | Company Settings on the menu bar.
  6. If you need further information on the individual settings and their effect on the program, please read the Settings Menu section of the TimeTrax Manual.
  7. Remember: You may change these settings at any time.
5 SELECT or ENTER a COST CODE LIST
  1. TimeTrax provides you with four pre-installed Cost Code lists, from which you may select one to get started when 1st setting up your file.  In the alternative, you may also enter your own Cost Codes.
  2. The pre-installed Cost Code lists are provided only to save you time when 1st setting up the program.
  3. You may switch back and forth between the pre-installed Cost Code lists, and you may review and/or print the lists as often as you wish, up to the point that you actually begin entering Employees into the program.
  4. Once you begin entering Employees into TimeTrax, you will not be able to switch to another pre-installed Cost Code list.  In other words, your ability to change your mind and select another one of the pre-installed Cost Code lists, or to decide to use your own completely different list, will be gone. However...
  5. You will, after that point, always be able to Add, Edit, Modify, or Delete any of the Cost Codes on the current list on a one-at-a-time basis.  In other words, you can still make changes to your Cost Codes list, you just can't import the pre-installed lists anymore.
  6. To Review the pre-installed Cost Code lists:
    • Select Settings | Cost Codes on the menu bar.  This will open the Cost Codes dialog box.
    • Select the button at the bottom of the dialog box labeled Install Cost Codes. This will open the Install Cost Codes dialog box where you may review the pre-installed cost codes included in the program.
    • Select one of the pre-installed cost codes lists, and the codes and descriptions will be displayed in the right side list for your review.
    • You may switch between the different pre-installed Cost Code lists, and review or print them at your leisure.

 

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 TimeTrax Installation & Setup Guide Page 2 
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  1. To Import one of our pre-installed Cost Code lists into TimeTrax:
    • From the Import Cost Code dialog box, select the desired Cost Code list you wish to import.
    • Select the button labeled Import.  TimeTrax will display a verification message, upon which it will import the selected Cost Code list into TimeTrax.
    • You may use this function as many times as you may need until the time you begin entering Employees into TimeTrax, upon which the Import Cost Codes function will be de-activated.
    • PLEASE REMEMBER:  When you import a Cost Code list, it will overwrite the existing list in TimeTrax.  This is only an issue if you have begun entering your own cost codes into TimeTrax, or if you have started making changes to a previously imported Cost Code list.
  2. To Enter your own Cost Codes:
    • If you have not imported one of our pre-configured Cost Code lists, then the Cost Code list in TimeTrax is blank, and you may proceed to enter your own codes.
    • If you have previously imported one of our pre-configured lists, then you will need to import the Blank List, which will simply clear out the list in TimeTrax so you may begin entering your own cost codes.
    • From the Cost Code dialog box, select Add New Cost Code at the top of the dialog box.
    • Enter a new Cost Code number, description, and WC Classification.
    • Select Add to record each new entry.
    • Repeat the procedure for each cost code.
  3. To Add, Edit or Delete any Cost Codes in our pre-installed Cost Code lists (or your own list):
    • After you have imported one of our Cost Code lists, you will automatically be in the Cost Codes dialog box.
    • If you are not already in the Cost Code dialog box, select Settings | Cost Codes on the menu bar.  This will open the Cost Codes dialog box.
    • Select Edit Existing Cost Code at the top of the dialog box.
    • Select the desired Cost Code to edit.
    • Enter the desired modifications to number, description, or WC Classification.
    • Select Replace to record each change
  4. If you need further information on the Cost Code Systems settings and their effect on the program, please read the Settings Menu section of the TimeTrax Manual.
  5. Remember: You may Add, Edit, or Delete any Cost Code in TimeTrax at any time.
6 SET JOB TITLES and BILLABLE RATES
  1. The Job Titles and their associated Billable Rates are used only in the Billable Hours reports, which is an separate feature of TimeTrax that has nothing to do with payroll costs.
  2. The Billable Hours feature calculates what your customer owes you for those hours that you indicate on the employee's individual timecards are to be billed to the customer for that project. They have NO effect on your payroll costs.
  3. If you never have an occasion to bill your customers for any hourly work by your employees, then you may ignore these settings.
  4. Because we recognize that you may have negotiated different billable rates for your employees for different projects, TimeTrax provides you with up to five different rate schedules for each Job Title.
  5. Each employee is assigned a Job Title in their settings in the Employees dialog box, and each project is assigned a Billable Rate Schedule in the Projects dialog box.  Thus you are able to automatically bill your customers for your employee's time (as individually selected on their weekly time cards) in accordance with the employee's Job Title and the Rate Schedule you selected for that project.
  6. When you "check off" that a specific timecard entry is to be "billable", those hours are added to the projects Billable Hours Report, at the rate for that employee's Job Title for the Billable Rate Schedule for that Project.
  7. Of course, it's up to you to print the report and then invoice the customer, but TimeTrax will keep track of the hours and the amounts.
  8. If you need further information on the individual settings and their effect on the program, please read the Settings Menu section of the TimeTrax Manual.
  9. Remember: You may change these settings at any time.
7 SET WORKERS COMPENSATION CLASSIFICATIONS and RATES
  1. The Workers Compensation Classifications List already contains most (if not all) of the Classifications used in the construction industry as prescribed by the National Council on Compensation Insurance (NCCI), which establishes the WC classifications used by insurance companies across the entire country.  However, it's possible that your state could have modified or added to these classifications.
  2. Before you can begin making these settings, you will need to consult with your insurance agent to:
    • Review the list of Classifications that we have pre-installed in TimeTrax.
    • Determine if you may need to add any additional Classifications for your state.
    • Determine what Classifications you should use to classifiy your employees.
    • Determine what Rates you should enter into TimeTrax for each of the classifications you expect to use.
    • Determine what WC Modifier (if any) you should enter under Company Settings.
  3. We suggest you use Reports | List Reports | WC Classes to print a report of the pre-installed classifications and their rates to assist you and your insurance agent in determining the above issues.
  4. Select Settings | WC Classifications on the menu bar.  This will open the WC Classifications dialog box.

 
 

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 TimeTrax Installation & Setup Guide Page 3 
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  1. To set the Rates for your Classifications:
    • Select a Classification that you have identified that you will be using in your business.
    • Enter the Rate for the Classification as provided by your insurance agent.
    • Select Replace to record the rate.   (You can change this setting at any time)
    • Repeat this procedure for each Classification that you have identified that you will be using in your business.
  2. To Add any new Classifications to the list:
    • Select Add new WC Class at the top of the dialog box.
    • Enter the additional Classification number, description, rate and details as provided by your insurance agent.
    • Select Add to record the new Classification to the list.
  3. If you need further information on the individual settings and their effect on the program, please read the Settings Menu section of the TimeTrax Manual.
  4. Remember: You may change this information at any time.
8 SET WORKERS COMPENSATION CLASSES to the COST CODES
  1. At this point you've established your cost code list, and you've setup your Workers Compensation Classes and rates, but you haven't yet assigned the classes to the cost codes.
  2. It's important to review here that there are two different methods for calculating Workers Compensation costs:
    • The Workers Comp by Job Title method assigns one WC class to each employee, which is done in TimeTrax in the Employee dialog box.  This is the most common method of calculating WC costs.
    • The Division of Payroll method, which calculates different WC costs based upon the different work being performed by the employee, which is accomplished in TimeTrax by assigning a WC Class to each cost code.
  3. Assigning a WC Class to each cost code is important if you want to be able to calculate your WC cost by the "Division of Payroll" method, and which may result in significant WC savings for some employers.
  4. One of the great features of TimeTrax is that it calculates your WC costs by both methods simultaniously, and allows you to review both sets of costs and decide later which method you wish to submit to the WC auditor.
  5. We have already assigned most of the cost codes in the pre-installed Cost Code lists to what we believe are the correct WC Classifications, but you must review these assignments with your Insurance Agent for compliance with your State laws and your WC insurance policy.
  6. To set the WC Class for your cost codes:
    • Select Settings | Cost Codes, then select Edit an Existing Cost Code at the top of the dialog box.
    • Select the cost code to be edited.
    • Select a WC Classification from the pull-down list, and the description and current rate will be displayed.
    • Select Replace and the new setting will be recorded.
  7. Remember: You may change these settings at any time.
9 ENTER EMPLOYEES
  1. Select Employees on the menu bar.  This will open the Employees dialog box.
  2. Enter the name and other information for the employee.
  3. Select Save to record the employee information.
  4. Repeat the procedure for each current employee.
  5. These settings are used to calculate the employee's actual payroll cost.  If you need further information on the individual settings and their effect on the calculations, please read the Employee Menu section of the TimeTrax Manual.
  6. Remember: You may change this information at any time.
10 ENTER PROJECTS
  1. Select Projects on the menu bar.  This will open the Projects dialog box.
  2. Enter the name and other information for a Project.
    • The Project Number may be any combination of letters and numbers, and should be the same project number as used in your accounting system.
    • The Rate Schedule is used only to determine the billable rates for those hours that you indicate are to be billed to the customer for that project. It has no effect on the project's payroll costs.
  3. Select Add to record the project.
  4. Repeat the procedure for each current project.
  5. If you need further information on the individual settings and their effect on the calculations, please read the Projects Menu section of the TimeTrax Manual.
  6. Remember: You may change this information at any time.







 

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 TimeTrax Installation & Setup Guide Page 4 
11 SET MULTIPLE REPORTS
  1. This function simply decides which of the individual reports you want to include in the batch of reports that gets printed after you process each week's data, and upon your command to Print Multiple Reports.  You can always print any individual report at any time.
  2. Select Reports | Select Multiple Reports on the menu bar.  This will open the Reports dialog box.
  3. Select the reports you would like to include in the weekly batch of reports.  As a minimum we suggest that you select the Payroll Labor Cost by Project and Payroll Transfer Schedule.
  4. Select Close to save your selections without actually printing the batch of reports.
  5. Remember: You may change these selections at any time.
12 CONGRATULATIONS!
  1. It wasn't easy, but you've successfully entered all the necessary parameters to begin using TimeTrax to calculate your true payroll cost by project or overhead code AND better manage your Workers Compensation costs.
  2. Please refer to the Weekly Procedures Guide for the procedures to be followed when using TimeTrax each week.
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