Departments Tab

    uAttend allows you to set up overtime pay for some or all employees in the event that your employees work through their lunch break. When enabled, employees will be paid over time if they work past the threshold set without punching for lunch. Once employees punch in from lunch, the lunch overtime rule will reset. Lunch overtime is set up at the department level.

    To set up lunch overtime, follow these steps:

    1. Click the Departments tab on the main menu.

    2. Select the department from the list.

    3. Click the Overtime link.

    To access the Lunch Over time drop-down menu, the Weekly/Bi-Weekly Overtime feature must be enabled.

    4. Click the Edit link next to Weekly/Bi-Weekly Overtime and select an overtime option.

    Lunch_OT_1.png

    5. Click Edit next to Lunch Overtime.

    6. From the drop-down menu, select Enabled.

    7. Select when lunch overtime pay should begin.

    For example, if you select After 3 hours worked, employees will begin to accrue overtime pay if they continue to work past the 3 hour threshold without punching out for lunch. Once the employee punches in from lunch, the threshold will reset and the employee will begin to accrue overtime pay if they continue to work an additional 3 hours without punching for lunch.

    8. Select which overtime type will apply when lunch overtime is accrued. The options are:

    • OT1
    • OT2

    Lunch_OT_2.png

    9. Click Save

    Once the employee punches in from lunch, the threshold will reset and the employee will begin to accrue overtime pay if they continue to work an additional 3 hours without punching for lunch.

    Note: If you set up lunch overtime after employees have begun punching in and out, you must recalculate timecards to reflect any overtime worked. To recalculate timecards, click the Timecards tab, then select the employee's name from the list. Click the Recalculate link in the lower-right corner of the screen.

    In uAttend, you can set up overtime pay for some or all employees. Overtime is set at the department level.

    To set up overtime pay for a department, follow these steps:

    1. Click the Departments tab on the main menu.

    2. Select the department from the list.

    3. Click the Overtime link.

    4. To access the Weekly/Bi-Weekly Overtime drop-down menu, click the Edit link.

    You can either specify when overtime pay should begin or you can turn the setting off.

    NOTE: When using a Semi-Monthly Pay Period, overtime calculations can cross between more than one pay period. As months can change during the middle of the week, Weekly Overtime can sometimes calculate in a new pay period at the end of a work week. This will reflect as a Negative REG Paycode amount in the prior pay period, and OT hours showing in the new pay period.

    The Weekly/Bi-Weekly Overtime feature must be activated to access the daily overtime options.

    5. To access the Daily Overtime 1 drop-down menu, click the Edit link. Specify when daily overtime pay should begin for Daily Overtime 1.

    6. To access the Daily Overtime 2 drop-down menu, click the Edit link. Specify when daily overtime pay should begin for Daily Overtime 2.

    7. Turn 7th Day Overtime off or on by clicking the Edit link.

    If 7th Day Overtime is turned on, employees will earn overtime pay after seven consecutive days worked.

    Note:The first 8 hours worked on the 7th day will be calculated as OT1 and the rest will be calculated at OT2.

    8. To access Saturday Overtime, click the Edit link. From the first drop-down menu, select ON. From the second drop-down menu, select OT1 or OT2, to assign overtime rules.

    9. To access Sunday Overtime, click the Edit link. From the first drop-down menu, select ON. From the second drop-down menu, select OT1 or OT2, to assign overtime rules.

    10. When you are finished with each setting, click Save.

    NOTE: If you set up overtime after users have begun punching in and out, you must recalculate timecards to reflect any overtime worked. To recalculate timecards, click the Timecards tab, then select the user's name from the list. Click the Recalculate link in the lower-right corner of the screen.

    If you offer your employees paid lunches, you may want time automatically added to your employee's time cards if they fail to punch out for their lunch break. With Lunch Premium Pay, regular time (paycode REG) will automatically be added to the employee's time card if they work past a set threshold without punching out for lunch. If you do not offer your employees paid lunches and wish to automatically deduct time from their time card, see Lunch Deductions.

    Follow these steps to enable Lunch Premium Pay:

    1. Click the Departments tab on the main menu.

    2. Select the department from the list.

    By default you will be taken to the General tab.

    3. From Lunch Punches, click Edit next to Lunch Premium Pay.

    Lunch_Premium_1.png

    4. From the drop-down menu, select Enabled.

    5. Select the threshold after which lunch premium time will added if an employee does not punch out for lunch.

    For example, if you select After 6 hours worked, lunch premium time will be added to the employee's time card if they do not punch out for lunch.

    6. Choose the length of lunch premium time that will be added.

    Lunch_Premium_2.png

    7. Click Save.

    Paid Break/Duration

    If you wish to offer a paid break, follow these steps:

    1. Click the Departments tab on the main menu.

    2. Select the department from the list.

    3. Click the Edit link in the Paid Break/Duration section.

    4. From the first drop-down, select the number of hours that an employee must work before the break time will be added.

    5. From the second drop-down menu, select the length of time to add for the break.

    6. Click Save.

    NOTE: If you enable the paid break feature, employees need to punch in and out for breaks. If you want the employees to take breaks while punched in, do not enable this feature.

     

    Break Punches

    If your employees punch in using one of the Platinum Series C time clocks (BN6500, BN6000, CB6500, CB6000) or punch in through the uAttend website, administrators can allow them to start and end lunch and break punches through the employee login screen. The punches will be recorded on the employees' timecards. These settings are enabled at the department level.

    To use the break punch features for a department, follow these steps:

    1. Click the Departments tab on the main menu.

    2. Select the department from the list.

    Even if the employees are punched out during break, you can choose to pay them for their breaks by specifying the maximum amount of time that you wish to pay.

    3. If you wish to pay employees for a break during which they are clocked out, click the Edit link in the Add Up Tofield in the Break Punches section, and enter the maximum amount of time that will be added on to the employees' timecards for their break. Click Save when finished.

    You can choose to prevent employees from punching in until the end of a lunch break by enabling the lunch lockout feature.

    4. If you wish to enable the break lockout feature, click the Edit link in the Break Lockout field and select Enabled. Click Save when finished.

    There are options for configuring a Department to follow specific rules when an Employee punches in/out for their breaks and lunches.  The uAttend system is also able to automatically deduct lunch breaks, for scenarios where the employees will not punch in/out from a timeclock or the web portal.

    Lunch Punches

    If your employees are using one of the Platinum Series C time clocks (BN6500, BN6000, CB6500, CB6000) or punching through the uAttend website, they can be configured to record break and lunch punches, folloing rules set up at the department level.

    To use the lunch punch features for a department, follow these steps:

    1. Click the Departments tab on the main menu.

    2. Select the department from the list.

    3. If you wish to deduct lunch punches from timecards, click the Edit link in the Deduct Lunch Punches From The Timecard field and select Yes. Click Save when finished.

    Even if the employees are punched out during lunch, you can choose to pay them for their lunch breaks by specifying the maximum amount of time that you wish to pay.


    4. If you wish to pay employees for a lunch break during which they are clocked out, click the Edit link in the Add Up To field in the Lunch Punches section, and enter the maximum amount of time that will be added on to the employees' timecards for their lunch break. Click Save when finished.

     

    You can choose to prevent employees from punching in until the end of a lunch break by enabling the lunch lockout feature.

    6. If you wish to enable the lunch lockout feature, click the Edit link in the Lunch Lockout field and select Enabled. Click Save when finished.

    If you wish, you can deduct time for lunch breaks and add paid breaks for departments.

     

    Lunch Deduction/Duration

    If you wish to automatically deduct time for lunch breaks for a department, follow these steps:

    1. Click the Departments tab on the main menu.

    2. Select the department from the list.

    3. Click the General link.

    4. Click the Edit link in the Lunch Deduction/Duration section.

    5. From the first drop-down menu, select the number of hours that an employee must work before the deduction will be taken.

    6. From the second drop-down menu, select the length of time the deduction will be.

    7. Check the Recurring box if the lunch deduction will keep recurring throughout an employee's shift (e.g., if you have set a 30-minute lunch deduction every 4 hours, then this setting allows a 30-minute deduction to be taken every 4 hours throughout the entire shift).

    8. Click Save.

     NOTE: We do not recommend having both types of deductions enabled, as this can lead to multiple lunch deductions in a single day.

    You can specify the details of department shifts, such as the maximum number of hours employees can work per shift and whether or not employees can work a night shift.

    To set up shift settings for a department, follow these steps:

    1. Click the Departments tab on the main menu.

    2. Select the department from the list.

    3. Click the Advanced link.

    4. You can edit any of the following settings by clicking the Edit link in the appropriate section. 

    • Day Changes At—Allows you to change the time at which a new workday begins. (Example: If a workday starts at 10:00pm and an employee punches in at 10:05pm, the punch will appear on the next day's timecard.)
    • Maximum Shift—The maximum number of hours an employee can work per shift.
    • New Shift Starts—The number of hours that must lapse after an employee punches out before they may start a new shift.
    • Night Shift?—Allows you to specify whether or not employees are allowed to work through the day change time.
    • Timecard Require Admin Approval?—Allows you to choose whether this department's timecards require admin approval.

    You can also specify who will be emailed when a timecard is approved.

    5. When you are finished with each setting, click Save.

    The lockout feature is useful if you want to prevent employees from punching in during unauthorized times. This is an optional feature that allows you to specify the earliest in time that a user can punch in and the latest out time that a user can punch out. Lockouts are set up by the day, at the department level. If you wish, the lockout feature can be used in conjunction with the start zone and end zone feature.

    1. To set lockout times, follow these steps:
    2. Click the Departments tab on the main menu.
    3. Select the department from the list.
    4. Click the Lockout link.
    5. Enter the desired times.
    6. Click Save.

    IMPORTANT: You must enter times for both Earliest In Time and Latest Out Time for the system to save the settings.

    After you enter lockout times, remember to click Save or you will lose your changes.

    Setting up a start zone and end zone allows you to prevent employees from working unauthorized overtime.

    By setting a start zone and end zone, you set a buffer before the start time and after the end time of a shift. The punch is recorded at the actual time the user punches in, but they won't start earning pay until the start time. 

    For example, if you set a start zone of 15 Minutes, employees will be allowed to punch in up to 15 minutes before the shift start time. However, they will not earn overtime for the extra minutes worked. When you set up the schedule, you will specify start and end times that employees in the department will work. 

    Start and end zones are set up by the day, at the department level. If you wish, this feature can be used in conjunction with the lockout feature.

    To set up the department's schedule, follow these steps:

    1. Click the Departments tab on the main menu.
    2. Select the department from the list.
    3. Click the Schedule link.
    4. In the Enabled column, select Yes for each day for which this schedule will be enabled.
    5. In the Start Time and End Time columns, enter the start and end times for the department's daily schedule.
    6. In the Start Zone column, select the number of minutes before the start time that employees will be allowed to punch in.
    7. In the End Zone column, select the number of minutes after the end time that employees will be allowed to punch out.
    8. Click Save.

    IMPORTANT: You must enter times for both Start Zone and End Zone for the system to save the settings. After you enter times on this page, remember to click Save or your changes will not be saved.

    Note: The settings of the employee's home department will remain in effect during all department transfers. This includes overtime rules, lunch deductions and lockouts.

    The following example is for a typical department that works 8:00 a.m. to 5:00 p.m., with a start zone of 15 Minutes and an end zone of 30 Minutes.

     

    Overtime alerts notify you when your employees are approaching or have met their daily or weekly overtime threshold. Set alerts by department or employee and receive them via text or email to fit the needs of your business. 

    Note: You must have at least one department with overtime enabled to setup overtime alerts.

    To set up overtime alerts, you will need to complete the following steps in the setup wizard:

    1. Setup Alerts
    2. Select Alert Groups
    3. Select Alert Recipients
    4. Contact Information

    Setup Alerts

    1. Login to your uAttend account.
    2. Click the Departments tab, then choose Alerts. The Overtime Alerts dashboard will display.
    3. Select the types of alerts you'd like to receive for Weekly or Daily overtime.
      • Approaching Overtime — sends an alert when an employee is nearing overtime.
      • Overtime Met — sends an alert once an employee has reached overtime.
    4. Specify the alert threshold for approaching overtime. For example, if you would like to be notified five hours before an employee approaches weekly overtime, enter 05:00.

      Note: You can only setup one alert threshold for weekly or daily overtime.  Alert thresholds can only be entered in 15 minute increments

    5. Select at least one method for receiving alerts. 
    6. Click Continue.

    OT_Alert_1.png

     

    Select Alert Groups

    1. Select to the departments or employees for which you wish to receive alerts. 
    2. When a department is selected, you will receive overtime alerts for all employees in that department. To turn off receiving overtime alerts for individual employees, deselect them from the Employees section. Click the sort option in the Employees section to display employees by name or department.

      Note: Only departments with weekly or daily overtime will display in this list.

    3. To automatically enable overtime alerts for all future departments and employees within those departments, enable All Future Departments
    4. Click Continue

    OT_Alert_2.png

     

    Select Alert Recipients

    1. Select the Administrators or Supervisors to receive overtime alerts. 

      By default, administrators will receive alerts for all departments and supervisors will receive alerts for all responsible departments. 

    2. Optionally turn off sending alerts by individuals or by department. If administrators or supervisors are receiving alerts for a portion of departments, the number of departments for which they're receiving alerts will display.

      • Individuals — To turn off sending overtime alerts for individual recipients, deselect the respective administrators or supervisors. This will ensure they will not receive overtime alerts for any department or employee.
      • Departments —  To turn off sending overtime alerts for individual recipients by department, deselect the respective departments for each administrator or supervisor. This will ensure they will not receive overtime alerts for any department or employee.

    3. To automatically send overtime alerts for all future administrators, enable All Future Administrators. When enabled, all future administrators added to your account will receive overtime alerts, given they have an email address or phone number.
    4. To automatically send overtime alerts for all future administrators, enable All Future Supervisors. When enabled, all future supervisors added to your account will receive overtime alerts, given they are assigned a department group with overtime alerts enabled, and have an email address or phone number.
    5. Click Continue.

    OT_Alert_3.png

    Contact Information

    1. Enter or update the contact information for those receiving alerts. 
      • Note: any administrator or supervisor without contact information will not receive alerts. 
    2. Click Finish.

    OT_Alert_4.png

    Your Alerts Dashboard will display.

    OT_Alert_5.png

     

    Administrators and supervisors with editing rights can assign users to multiple departments. This is useful for employees who may need to assign their work hours to various departments.

    NOTE: Without using this feature or these steps, employees will always punch in and out of their Home Department.

    To allow department transfer for an employee, follow these steps:

    1. Click the Users tab on the main menu.
    2. Select the user's name from the list.
    3. Click the Punch Management link.
    4. Click the Edit link in the Department Transfer section.
    5. From the drop-down menu, select ON or OFF.
    6. Click Save.

    Using Department Transfer on a Time Clock

    NOTE: Before the user punches in, they will first press the Dept key on the time clock and scroll to select the department to which they want to assign hours.

    To perform a department transfer on a time clock. 

    1. Press the D/T (department transfer) key on the right side of the key pad
    2. Authenticate with PIN, Fingerprint or RFID card.
    3. Select the destination department from the list using arrow keys (up / down).
    4. Press OK. 
    5. The in-punch will transfer the employee into the selected department.

     

    Using Department Transfer with Web Punching

    Employees must be setup to punch in and out through the web portal for this. See Setting Up Users for Web Punching

    1. Have the employee login to the web portal with their username and password.
    2. Click on the drop down menu under Department and select the Department they need to work in.
    3. Click Punch In to have the employee punch into the selected Department.

    mceclip0.png

     

    Using Department Transfer on the Smartphone App

    Employees must be setup to punch in and out through the Smartphone App for this. See Setting Up Users for Smartphone App Punching

    1. Have the employee login to the app with their username and password.
    2. Have the employee use the "Select Department" button on the app and choose the Department to work in.
    3. The employee can then punch in with the app.

    Smartphone_Punch.png

    Department transfer punches can be used at the first punch of the day to punch in.

    Note: The settings of the employee's home department will remain in effect during all department transfers. This includes overtime rules, lunch deductions and lockouts.

    To remove users and departments, you will archive them so that their information remains in the system, in case you ever need to access it.

    Archiving a Department

    To archive a department, follow these steps:

    1. Move any active employees assigned to this department to another active department.
    2. Click the Departments tab on the main menu.
    3. Select the department from the list.
    4. Scroll down to the Status section.
    5. Click the Edit link.
    6. From the drop-down menu, select Archived, then click Save.

    The department is now removed from the active departments list and will appear in the archived departments list.

    Unarchiving a Department

    If you ever need to unarchive the department, follow these steps: 

    1. Click the Departments tab on the main menu.
    2. Click the Archived Departments link at the right of the screen.
    3. Click the Unarchive link to the right of the department’s name.

    A list of archived departments will display.

    The department is now back on the active departments list.

     

    Once you have added a department, you can edit the following settings by clicking the Departments tab, selecting the department from the list, and then clicking the General link.

    Department ID—A unique number automatically generated by the system. This ID is used as a reference to the department when employees punch by phoning in.

    Code—This is a 20-character field. The code can be used as a reference to the department and will appear on time cards. 

    Department Name—The name that you assign to the department.

    Punch Rounding—This feature allows you to specify the amount of rounding that will occur for employee punch times. The timecard itself will display the actual punch in and out times, while the calculation of time will use the rounding rule you select. The following options are available:

    • 5 Minute 3 BreakpointThis setting means that the punches will be rounded to the nearest 5-minute segment with a cutoff of 3 minutes. For example, if an employee punches in at 8:02am and punches out at 10am, the total for time worked display 2 hours, rather than 1 hour 58 minutes. If the employee punched in at 8:03am and punched out at 10am, the employee’s time worked would display 1 hour 55 minutes, as 8:03am crossed the 3 minute breakpoint and was rounded to 5 minutes.
    • 6 Minute 3 BreakpointThis setting means that punches will be rounded to the nearest 6-minute segment with a cutoff of 3 minutes. For example if an employee punches in at 7:57am and punches out at 10:00am, the time worked will display 2 hours, rather than 2 hours 3 minutes. If the employee worked from 8:03 to 10am, the employee’s time worked would display 1 hour 54 minutes, as 8:03am crossed the 3 minute breakpoint and was rounded to 6 minutes.
    • 10 Minute 5 BreakpointThis setting means that punches will be rounded to the nearest 10-minute segment with a cutoff of 5 minutes. For example, if an employee punches in at 8:04am and punched out at 10am, the employee’s time worked would display 2 hours, rather than 1 hour 56 minutes. If the employee punched in at 8:05am and punched out at 10am, the employee’s time worked would be 1 hour 50 minutes, as 8:05am crossed the 5 minute breakpoint and was rounded to 10 minutes.
    • 15 Minute 8 BreakpointThis setting means that punches will be rounded to the nearest 15-minute segment with a cutoff of 8 minutes. For example, if an employee punches in at 8:07am and punched out at 10am, the employee’s time worked would be 2 hours, rather than 1 hour 53 minutes. If the employee punched in at 8:08am and punched out at 10am, the employee’s time worked would be 1 hour 45 minutes, as 8:08 crossed the 8 minute breakpoint and was rounded to 15 minutes.
    • 30 Minute 15 BreakpointThis setting means that punches will be rounded to the nearest 30-minute segment with a cutoff of 15 minutes. For example, if an employee punches in at 8:14am and punched out at 10am, the employee’s time worked would be 2 hours. If the employee punched in at 8:15am and punched out at 10am, the employee’s time worked would be 1 hour 30 minutes, as 8:15am crossed the 15 minute breakpoint and was rounded to 30 minutes.
    • 60 Minute 30 BreakpointThis setting means that punches will be rounded to the nearest 60-minute segment with a cutoff of 30 minutes. For example, if an employee punches in at 8:29am and punched out at 10am, the employee’s time worked would display 2 hours. If the employee punched in at 8:30am, and punched out at 10am, the employee’s time worked would display 1 hour, as 8:30am crossed the 30 minute breakpoint and was rounded to 60 minutes.

    To turn on Punch Rounding, click the Edit link next to Punch Rounding. Make your selection from the drop-down menu, then click Save.

    Lunch Deduction/Duration—This feature allows you to automatically deduct time for lunch breaks. To enter a lunch deduction, click the Edit link next to Lunch Deduction/Duration. The first drop-down menu allows you to select the number of hours that an employee must work before the deduction will be taken; the second drop-down menu allows you to select the length of time the deduction will be. Check the Recurring box if the lunch deduction will keep recurring throughout an employee's shift (e.g., if you have set a 30-minute lunch deduction every 4 hours, then this setting allows a 30-minute deduction to be taken every 4 hours throughout the entire shift). When you are finished, click Save.

    Paid Break/Duration—This feature allows you to offer a paid break for employees. To enter a paid break, click theEdit link next to Paid Break/Duration. The first drop-down menu allows you to select the number of hours that an employee must work before the break time will be added; the second drop-down menu allows you to choose the length of time to add for the break. When you are finished, click Save.

    NOTE: If you enable the paid break feature, employees need to punch in and out for breaks. If you want the employees to take breaks while punched in, do not enable this feature.

    Status—This setting allows you to select whether the department is Active or Archived. If you set a department toArchived, the department and all of the employees within the department will be removed from the active lists of departments and users. All information will remain in the uAttend system, but no action will be allowed by the employees or payroll.

    Lunch Punches—These settings allow you to edit the maximum amount of time to add to a time card for a lunch break, enable/disable the Deduct Lunch Punches From the Time Card feature, enable/disable the Lunch Lockout feature, and enter an amount for the Lunch Lockout Duration.

    Break Punches—These settings allow you to edit the maximum amount of time to add to a time card for a paid break, enable/disable the Break Lockout feature, and enter an amount for the Break Lockout Duration.

     

    Departments are used to group users together within the uAttend system. You can set up departments within your account and assign users to each department. There is no limit to the number of departments you can create within uAttend. You can also customize each department by using the settings found on the Departments page.

    Adding Departments

    To add a department, follow these steps:

    1. Click the Departments tab on the main menu.
    2. Click Add Department
    3. In the Code field, enter a code for the department.
      • The Code field is a 20-character field. The code can be used as a reference for the department and will appear on time cards.
    4. In the Department Name field, enter a name for the department.
       
      You can specify other department settings, such as Punch Rounding and Overtime, on this screen or you may choose to enter that information later. Department settings are explained in Department Settings.

    5. Click Save & Continue to continue adding department settings, click Save & Add New to add a new department, or click Save & Close.

      You can create as many departments as you wish, regardless of your uAttend plan.

    For information on department settings, see Department Settings.