Departments

    Departments are used to group users together within the uPunch system. You can set up departments within your account and assign users to each department. You can set up 20 departments total. 

    Customize each department by using the settings tab on the Departments page.

    For information on setting up departments, see Adding Departments.

    For information on department settings, see Department Settings.

    For information on removing departments, see Removing 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 to 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 20 departments total.

    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.

    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 you will allow when employees punch in. The following options are available:

    • 5 Minute 3 BreakpointThis setting means that punches will be rounded to the nearest 5-minute segment with a cutoff of 3 minutes. For example, if an employee punches in at 8:02, the punch will be rounded down to 8:00, but if they punch in at 8:03, the punch will be rounded up to 8:05, which is the next 5-minute segment.
    • 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 8:02, the punch will be rounded down to 8:00, but if they punch in at 8:03, the punch will be rounded up to 8:06, which is the next 6-minute segment.
    • 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 8:04, the punch will be rounded down to 8:00, but if they punch in at 8:05, the punch will be rounded up to 8:10, which is the next 10-minute segment.
    • 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 8:07, the punch will be rounded down to 8:00, but if they punch in at 8:08, the punch will be rounded up to 8:15, which is the next 15-minute segment.
    • 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 8:29, the punch will be rounded down to 8:00, but if they punch in at 8:30, the punch will be rounded up to 9:00, which is the next 60-minute segment.

    To turn on Punch Rounding, click the Departments tab, then 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 Departmentstab, then 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.

    Night Shift—This feature allows your employees to work through the day change time. Click the Edit link to toggle between Yes and No. When you have made your selection, click Save.

    Status—This setting allows you to select whether the department is Active or Archived. If you set a department to Archived, 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 uPunch system, but no action will be allowed by the employees or payroll.

    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 Edit link in the Lunch Deduction/Duration section.

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

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

    6.  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).

    7.  Click Save.

    Administrators can allow for employees to work through the day change time.
    To turn on the night shift setting, follow these steps:

    1.  Click the Departments tab on the main menu.

    2.  Click the Edit link in the Night Shift section.

    3.  Select Yes from the drop-down menu.

    5.  Click Save.

    In uPunch, 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. The options are: After 32.5 Hours, After 40 HoursAfter 44 HoursAfter 45 HoursAfter 46 HoursAfter 48 HoursAfter 60 HoursAfter 80 Hours in 2 Week PeriodAfter 86 Hours in 2 Week Period, and After 106 Hours in 2 Week 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. The options are: After 8 HoursAfter 9 HoursAfter 10 HoursAfter 11 Hours, and After 12 Hours.

    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. The options are: After 11 HoursAfter 12 Hours, and After 16 Hours.

    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.

    8. 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 time cards to reflect any overtime worked. To recalculate time cards, click the Time Cards tab, then select the user's name from the list. Click the Recalculate link in the lower-right corner of the screen.

    o 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.  Click the Departments tab on the main menu. 

    2.  Select the department from the list. 

    3.  Scroll down to the Status section at the bottom of the screen. 

    4.  Click the Edit link.

    5.  From the drop-down menu, select Archived, then click Save.

    The department is now removed from the active users 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.

    3.  Click the Unarchive link to the right of the department’s name.

    The department is now back on the active departments list.