Table of Contents
Cost Codes
The Cost Codes dialog box is where you add, edit or delete cost codes. The cost codes are used primarily to allow you to further refine your costs within the project or overhead level and in calculating the Workers Comp costs for whatever task is being performed. The table below describes the controls and input fields for the dialog box.
When you select Add a new Cost Code, TimeTrax will clear the dialog box in anticipation of your entering information for a new cost code. The left button at the bottom of the dialog box will change to Add.
When you select Edit an existing Cost Code and then select a cost code from the left side list, TimeTrax will display that cost code's settings for your modification. The left button at the bottom of the dialog box will change to Replace.
When you select Delete an existing Cost Code and then select a cost code from the left side list, TimeTrax will display that cost code's settings for your review prior to deletion. The left button at the bottom of the dialog box with change to Delete.
You may switch between the different modes at any time.
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On the left of the Cost Codes dialog box, TimeTrax displays the list of existing Cost Codes.
Select a Cost Code from the list to review or edit. TimeTrax will display the Cost Code's data in the dialog box.
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Review, enter or edit the cost code number, which may be any combination of numbers or letters.
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Review, enter or edit the cost code's description. The description can be no more than 25 characters.
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Review, select or change the WC classification associated with the cost code.
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TimeTrax automatically displays the rate associated with the WC Classification you selected above. You cannot enter or edit this rate here, although you can change the rate in the WC Classification List.
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TimeTrax automatically displays a detailed description of the WC classification you selected, if one is available. You cannot enter or edit this description.
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In the Add New Cost Code mode, selecting this button will add the new Cost Code to your Cost Code List.
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In the Edit an Existing Cost Code mode, selecting this button replace the data for the Cost Code with the data currently displayed in the dialog box.
TimeTrax will automatically go through all the existing time card records and replace the prior code with the new code to maintain consistency.
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In the Edit an Existing Cost Code mode, selecting this button will delete the Cost Code that is currently displayed in the dialog box from your Cost Code List.
The Cost Code is not deleted from the existing records and thus will be displayed in the applicable reports.
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The Close button will close the Cost Codes Dialog Box.
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Job Titles
The Job Titles dialog box is where you add, edit or delete Job Titles. The Job Titles are used primarily in Billable hours Reports, along with the Rate Schedule selection in the Project List, to create the Billable Hours Report. Job Titles have no effect on your payroll cost calculations. The table below gives you a list of controls and input fields for each Job Title.
When you select Add a new Job Title, TimeTrax will clear the dialog box in anticipation of your entering information for a new Job Title. The left button at the bottom of the dialog box will change to Add.
When you select Edit an existing Job Title and then select a Job Title from the left side list, TimeTrax will display that Job Title's settings for your modification. The left button at the bottom of the dialog box will change to Replace.
When you select Delete an existing Job Title and then select a Job Title from the left side list, TimeTrax will display that Job Title's settings for your review prior to deletion. The left button at the bottom of the dialog box with change to Delete.
You may switch between the different modes at any time. |
On the left of the Job Titles dialog box, TimeTrax displays a list of existing Job Titles.
Select a Job Title from the list to review or edit. TimeTrax will display the Job Title's data in the dialog box.
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Review, enter or edit the Job Title here.
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Review, enter or edit a billable rate for this Job Title for each of the five rate schedules.
TimeTrax will use these rates to calculate the billable amounts for the Billable Hours Reports.
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In the Add New Job Title mode, selecting this button will add the new Job Title to your Job Title List.
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In the Edit an Existing Job Title mode, selecting this button replace the settings for the Job Title with the settings currently displayed in the dialog box. TimeTrax will automatically go through all the existing time card records and replace the prior Job Title with the new Job Title to maintain consistency.
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In the Delete an Existing Job Title mode, selecting this button will delete the Job Title that is currently displayed in the dialog box from your Job Title List. The Job Title is not deleted from the existing records and thus will be still be displayed in all applicable reports.
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The Close button will close the Job Titles dialog box.
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WC Classifications
The WC Classification dialog box is where you add, edit or delete WC Classifications. The WC Classifications are used to assign WC rates to each of the cost codes in your Cost Codes list and in preparation of WC reports.. The table below gives you a list of controls and input fields for each WC Classification.
When you select Add a new WC Class, TimeTrax will clear the dialog box in anticipation of your entering information for a new WC Class. The left button at the bottom of the dialog box will change to Add.
When you select Edit an existing WC Class and then select a WC Class from the left side list, TimeTrax will display that WC Class's settings for your modification. The left button at the bottom of the dialog box will change to Replace.
When you select Delete an existing WC Class and then select a cost code from the left side list, TimeTrax will display that WC Class's settings for your review prior to deletion. The left button at the bottom of the dialog box with change to Delete.
You may switch between the different modes at any time.
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In the top half of the WC Class dialog box TimeTrax displays a list of existing WC Classes.
Select a WC Classification from the list to review or edit. TimeTrax will display the WC Classification's data in the dialog box.
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Review, enter or edit the WC Classification number, which should conform to the official NCCI system that is detailed in the Classification Codes and Statistical Codes Manual available online at the NCCI website.
The WC Classification numbers we have pre-entered in TimeTrax for the construction industry are directly from this Manual.
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This is where you may review, enter or edit the description for a WC Classification.
We strongly suggest you utilize the official NCCI descriptions which are in the official NCCI Classification Codes and Statistical Codes Manual available online at the NCCI website.
The descriptions we have pre-entered in TimeTrax for the construction industry are directly from this manual.
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Review, enter or edit the rate for the WC Classification as a whole number. For example, if the WC rate for this WC class is 25%, enter 25.
Consult your Insurance Agent for the correct statutory rates for your state.
Do not enter the rates with any discount, TimeTrax provides the WC Modifier to make this calculation.
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TimeTrax displays the (almost identical) wording of the official NCCI description for the WC Class.
These descriptions have been entered by us in the programming and are not available for editing. If you add any additional WC Classifications, you will not be able to add a corresponding description.
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In the Add a New WC Class mode, selecting this button will add the new WC Classification to your WC Classification List.
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In the Edit an Existing WC Class mode, selecting this button replace the data for the WC Class with the data currently displayed in the dialog box.
TimeTrax will automatically go through all the existing time card records and replace the prior WC Class with the new WC Class to maintain consistency.
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In the Edit an Existing WC Class mode, selecting this button will delete the WC Class that is currently displayed in the dialog box from your WC Class List.
The WC Class is not deleted from the existing records and thus will be displayed in the applicable reports.
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The Close button will close the WC Classification dialog box.
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Company Settings
This function allows you to select some settings that TimeTrax will use in in its displays and computations. It is very important that you set all of these properly. The table below describes these settings and their functions.
Review, enter or edit the company name. This name is printed at the top of all reports.
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Most companies have a WC modifier, sometimes called an experience modifier. This is a modification of the statutory rate based upon any combination of factors such as your loss experience, a safety program, or any one of a number of possible other factors. Consult your Insurance Agent for additional details.
The Modifier is a number that is a multiplier close to the number one, and is set by the government or by your insurance company, depending upon your specific state.
Enter this number a a decimal such as .80, .97, 1.05, etc.. DO NOT enter a percentage, such as 90.
TimeTrax will multiply your WC rates by this number when calculating your WC costs.
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Review, select or change the month and day that your tax year starts.
TimeTrax uses this setting to establish the preset date selections in the reports such as Fiscal Year to Date.
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This is similar to Start of Fiscal Year above. Review, select or change the month and day that your insurance year starts.
TimeTrax uses this setting to establish the preset date selections in the reports such as Insurance Year to Date.
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Review, select or change the last day of your employee's work week.
TimeTrax uses this setting to determine the tabs on the Time Cards and the Week Ending dates in report filters.
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Review, enter or edit the default code number for company overhead.
TimeTrax uses this number when ever you leave the project number blank.
Unless you have a strong preference otherwise, we suggest that you leave this at the default value of 0000.
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Review, enter or edit a description you wish to use for business overhead.
Unless you have a strong preference otherwise, we suggest that you leave this at the default value of Business Overhead.
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Review, select or change the default WC display. TimeTrax uses this setting to determine which of the two WC costs calculations are displayed in the Time Cards and reports. This does not effect the calculation of the costs, only which set of numbers are displayed.
Just for review, TimeTrax calculates your WC costs simultaneously by both the Rate based on Job Title method and the Rate based on Cost Code method. The only thing you are deciding here is which calculation is displayed, not which you will eventually use.
WC costs are calculated using both methods and stored in the time card data file each time you fill out a time card. This allows you to switch methods any time you want, and even generate reports comparing the two costs.
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There are some points in the program where TimeTrax displays a caution message informing you of some action that it is about to take, such as adding a new employee to the data file.
These caution messages are comforting in the beginning, but as you become familiar with TimeTrax they become unnecessary, and even annoying.
This setting allows you to turn the Caution Messages on or off.
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Selecting the OK button or pressing Enter will save the company settings and close the dialog box.
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Selecting the Cancel button will close the Company Settings dialog box without saving any of the settings.
Whatever company settings you had before you opened the Company Settings dialog box will still be in effect.
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Settings Menu