TimeTrax Weekly Procedures Page 1 
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1 Introduction
  1. TimeTrax is designed for you to enter the employees time records on a weekly basis, regardless of the specific cadence of your company's payroll cycle.
  2. In other words, you should enter and process your employee's time sheets, and post the resulting cost reports, on a weekly basis, regardless of whether you pay the employees on a weekly, bi-weekly, semi-monthly or monthly basis.
  3. This is the essence of TimeTrax, that we have separated the calculating and posting of the payroll labor cost from the actual processing and payment of the payroll and associated expenses.
  4. This guide is a list of the procedures you should follow in TimeTrax each week.
  5. Although the list may appear somewhat lengthy, please remember that the first few steps are only to remind you to consider if there have been any changes in the previous TimeTrax settings.
  6. In most weeks, you will proceed directly to Enter Employee Time Cards and Run Weekly Reports.
2 Add any New Projects  (if necessary)
  1. If the employees have started working on any projects that haven't been entered into TimeTrax, you should enter them before you begin entering the weekly timesheets.
  2. From the main menu, select Projects to open the Projects dialog box.
  3. Select Add New Project at the top of the dialog box.
  4. Enter the new Project Number, which can be any combination of numbers or letters.  I think it goes without saying that the Project Number should be identical to the one used in your bookkeeping system.
  5. Enter a short Name for the project.
  6. Select a Billable Rate Schedule for the project. This is the schedule of hourly rates that you will bill the customer for any billable hours on the project. For more information, please review the Billable Rate Schedule section of the TimeTrax Manual.  You may review the selected rates in the adjacent window.
  7. Select the Add button to add the new project to the TimeTrax Project list.
3 Revise Employee Information  (if necessary)
  1. You will need to make revisions to the Employee settings if any of the following have occurred in the past week:
    • You have hired a new Employee.
    • An employee has left the company.
    • An existing employee has received a raise.
    • An existing employee has had a change in their benefits (additional Vacation Days, increased benefits, etc).
    • An existing employee has had a change in job assignment that also changes their Workers Compensation Classification.
    • There has been a change in your tax rates (FICA, FUTA, SUTA, etc.)
  2. To make changes to your Employee list:
    • From the main menu, select Employees to open the Employees dialog box.
    • At the top of the dialog box...
      • Select Add New Employee to add an additional Employee to the Employee list.
      • Select Edit an Existing Employee to change an existing Employee's settings.
      • Select Delete Existing Employee to delete an existing Employee from the TimeTrax Employee list.
    • After you have made your Additions / Changes / Deletions, please select the appropriate button at the bottom of the dialog box to record your changes.
  3. For more information on these settings, please review the Employees Menu Section of the TimeTrax Manual.
4 Revise Workers Compensation Settings  (if necessary)
  1. If you have had any changes in the Workers Compensation Settings in the past week, you will need to enter the changes into TimeTrax.
  2. These changes could include:
    • Changes in your Workers Compensation insurance rates.
    • Changes or Additions to the Workers Compensation Classifications.
    • Changes in your Workers Compensation Experience Modifier.
  3. To make changes in your Workers Compensation:
    • From the main menu, select Settings | WC Classifications to open the Workers Compensation dialog box.
    • At the top of the dialog box...
      • Select Add New WC Class to add an additional WC Class.
      • Select Edit Existing WC Class to change an existing WC Class settings.
      • Select Delete Existing WC Class to delete an existing Classification.
    • After you have made your Additions / Changes / Deletions, please select the appropriate button at the bottom of the dialog box to record your changes.
  4. For more information on these settings, please review the Settings Menu Section of the TimeTrax Manual.





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 TimeTrax Weekly Procedures Page 2 
5 Revise Cost Codes  (if necessary)
  1. If you have had any changes to your Cost Codes in the past week, you will need to enter the changes into TimeTrax.
  2. These changes could include:
    • Additional Cost Codes.
    • Changes or Revisions to your existing Cost Codes.
  3. To make changes in your Cost Codes:
    • From the main menu, select Settings | Cost Codes to open the Cost Codes dialog box.
    • At the top of the dialog box...
    • Select Add New Cost Code to add an additional Cost Code.
    • Select Edit Existing Cost Code to change an existing Cost Code.
    • Select Delete Existing Cost Code to delete an existing Cost Code.
  4. After you have made your Additions / Changes / Deletions, please select the appropriate button at the bottom of the dialog box to record your changes.
  5. For more information on these settings, please review the Settings Menu Section of the TimeTrax Manual.
6 Enter Employee Time Cards
  1. Once you have made any necessary modification to the TimeTrax settings, you are ready to begin entering the Employee Time Card data on the main screen.
  2. First, check to ensure that you are on the correct week.  TimeTrax automatically defaults to the last payweek, which is usually correct.
  3. We suggest you have the employee's paper time sheets available in front of you while your perform this data entry.
  4. You may enter the employees Time Cards in any order.
  5. As you enter each employee's Time Card data, TimeTrax will place a check next to their name to help you keep track of your progress.
  6. If the selected employee has a Time Card Template in their Employee Settings, that information will appear in the Time Card automatically.  You may change the Template entries as necessary for that week.
  7. To enter an employee's Time Card data:
    • Select an Employee from the list on the left side of the dialog box.
    • Select the First Day of the week (it should be the 1st tab if the Company Settings for First Day of Payweek is correctly set.
    • Select or Enter the employee's Start and Stop time.
    • Select or enter the total unpaid Break time (Lunch, etc.)
    • Review the Total Hours for the day, which are automatically calculated by TimeTrax.
    • Move to the 1st line of the Time Distribution area of the Time Card.
    • Check the Box if the next entry represents hours to be billed to the project's owner.
    • Select or enter the Project Number and Cost Code.
    • Accept the total hours as displayed, or enter the number of hours for the 1st time segment of the day.
      • If you override the total hours, TimeTrax will display the remaining undistributed hours in the next line.
      • As you distribute the employee's hours, TimeTrax will calculate the employee's Earnings and your Cost.
    • Continue until all the employee's hours for the day have been distributed, then select the tab for the next day and repeat the process.
  8. When you have successfully entered all the employee's time, select the Save button at the bottom of the dialog box to record the information into TimeTrax.
  9. Remember: You may Add, Edit, or Delete any Time Card data at any time.
7 Run Weekly Reports
  1. Running the reports is the easiest part of using TimeTrax.
  2. All the TimeTrax Reports are available under the Reports Menu.
  3. The specific reports you will run will depend entirely on what you need.
  4. A detailed description of each report is available in the Reports Menu section of the TimeTrax Manual.  However, here is a quick review of the primary reports.
    • Use the Timecard Hours and Timecard Information reports to review your data entry.
    • Use Payroll Labor Cost by Project to review each project's payroll cost.
    • Use Payroll Transfer Schedule by Project to post the payroll cost into your accounting system.
    • Use Payroll Roster to prepare your actual payroll.
    • Use Payroll Cost Calculations / Burden Settings / Benefit Settings to check the accuracy of your employee settings.
    • Use the WC reports to prepare for your WC audit.
    • Use the Billable Hours report to prepare invoices to your customers for any billable hours on their projects.
  5. To review and print a report:
    • On the main menu, select Reports, then select the desired report.
    • Review the report information as displayed.
    • Change any of the report configurations (date, filters, etc.)
    • Select Print to print the report.
    • Select Close to close the report dialog box and return to the report list.
 

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 TimeTrax Weekly Procedures Page 3 
7
(Continued)
  1. For most users, you will probably want to use the Multiple Reports feature to print the same batch of reports each week.
  2. To use the Multiple Reports feature:
    • From the Reports menu, select Select Multiple Reports.
    • Select the reports you would like to have printed every week.  At a minimum we suggest the Payroll Transfer Schedule by Project and the Payroll Roster.
    • Close the Select Multiple Reports dialog box.  TimeTrax will remember your selections.
    • Select Print Multiple Reports to print the selected reports as a batch.
8 Using the TimeTrax Reports
  1. This is too complex a subject to be fully explored in this guide, but here are some general strategies.
  2. If your employees are paid through an Employee Leasing company, then use the Payroll Transfer Schedule by Project to "split" your check to the Leasing Company.
  3. If you are performing your payroll in house, use the Payroll Transfer Schedule by Project to make a general journal entry into your Payroll Liabilities Ledger to post the payroll costs.
  4. If you are processing your payroll in a subsidary ledger, use the Payroll Transfer Schedule by Project to split the transfer check to your payroll checking account.
  5. Whatever payroll processing method you use, you should also use the Payroll Roster to prepare the employees paychecks.
  6. If you are being audited by your Workers Compensation insurance carrier, use the WC Comparison Report to determine which WC method results in the lowest WC preimum for you.
  7. Use the WC Audit Report to present your WC costs to the auditor.
  8. If you have a need to bill a customer or customers for any hourly work performed by your employees, use the Billable Hours Report to prepare the invoice.  Because the report is so complete, many TimeTrax users simply attach the report to the invoice.
  9. For more information on using the TimeTrax data, please review the TimeTrax Strategies section of the TimeTrax Manual.
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