Setting Up PaperCloud

    Configure your PaperCloud portal settings to match your business' timekeeping rules. 

    Log in to your account. Click Settings from the main navigation menu on the left-hand side of the screen.

    To change any setting, select a new option from a drop-down menu and click the green Save checkmark button. 

     

    Configuring General Time Card Settings

    Time Format: 

    Select the Hour and Minute format you want to display on your time cards.

    Select the decimal place to which you want the software to round benefit time accrual.

     Pay Period:

    Select WeeklyBi-WeeklySemi-Monthly or Monthly and additional parameters, if applicable.

    Time Entry:

    This setting controls the type of punch you will record on your time cards. 

    Select Every Punch if your business records each time your employees punch in our out during their workday.

    Select Daily Hours if your business records the number of hour your employees work each day.

     

     

    Setting up Holidays

    To begin setting up holidays in your system, click Holidays from the Settings sub-navigation menu bar. 

    1. Click Add Holiday.

    2. Enter a Holiday Name.

    3. Select the date.

    4. Enter the number of hours to automatically add to your employee time cards on this holiday, if it will be a non-working holiday. 

    NOTE: Enter Paid Hours as a four-digit value, for example: 0800.

    5. Select a pay code category under which the paid time will be aggregated on the time card. Select HOL for Holiday, or choose another pay code. 

    6. To apply this holiday to all employees in your system, select Yes under the Apply to All drop-down.

    7. To create a working holiday, select Yes under Working.

    8. Click Save

     

     

    Time Card Data Export Settings

    PaperCloud allows you to export your time card data so that it is usable outside your system and with other software. 

    Click Export from the Settings sub-navigation menu bar to select the time card data export file you wish to produce.

    1. Select the export type for your time card reports and click Save

    2. Fill in the required fields and click Save for each.

    Now, when you export your reports in the Reports area of the PaperCloud portal, the exported file will contain the fields and format you selected here on the Export screen. 

     

    New User Setup: Next Steps

    To begin entering employee time in PaperCloud, first create at least one department to contain the employee users who work for your business.

     

    Adding Departments

    1. Click Departments from the main navigation menu on the left-hand side of the screen.
    2. Click Add Department
    3. Add a Dept. Code and Department Name for your new department. 
    NOTE: Dept. Code is synonymous with Department Name. You can use identical values for these fields if you wish.
     
    4. Configure department settings per your business' punch rounding, lunch deduction, and overtime rules. Refer to steps below.
     
    5. Click Save or, to add another new department, click Save + Add New.

     

     Configuring Department Settings

    Set up at least one department to contain your employee users. 

    The settings configured for an employee user's Home Department will apply to all time recorded for that user. See New User Setup Step 3 - Users to create employee user profiles and set their home departments. 

    An employee user's Home Department settings will apply to all of her time that is entered into PaperCloud, whether or not she works outside of her home department. For more on users working outside their home department, see Department Transfer.

     

    Punch Rounding: 

    Punch rounding settings cause employee punches entered in the Time Cards area of the PaperCloud portal to be rounded up or down to the nearest and greatest minute increment according to the "breakpoint," or cutoff time, that is selected.

    If Daily Hours is selected under Time Entry on the Settings page, then the software will round each entered Total Regular Time value up or down to the nearest and greatest selected minute increment, according to the corresponding breakpoint.

    If Every Punch is selected under Time Entry on the Settings page, then the software will round the time elapsed between each In and Out punch up or down to the nearest and greatest selected minute increment, according to the corresponding breakpoint.

    For example: if your business records the number of hours your employees work each day, you'll select Daily Hours under Time Entry on the Settings page in order to enter these hours in the Total Regular Time fields on your employees' Time Cards
    Then, if you were to both create a department with Punch Rounding enabled to the 6 min 3 breakpoint setting and set this department as the Home Department for an employee user, then your software will round the values entered in the Total Regular Time fields of that user's Time Cards as follows:
    Punch Rounded Value Rationale
    7:11 up to 7:12
    The minute value :11 is within 3 minutes of the nearest and greatest 6-minute segment (7:12).
    7:14
    down to 7:12 The minute value :14 is not within 3 minutes of any greater 6-minute segment than 7:12.
    7:15 
    up to 7:18
    The minute value :15 is within 3 minutes of the nearest and greatest 6-minute segment (7:18). 
    7:18 
    not rounded The minute value :18 is exactly a 6-minute increment.

     

     

    Lunch Deduction: 

    Enable lunch deduction and your software will automatically deduct a time amount of your choosing from your employees' time card records once they have met a threshold of hours worked that you select. 

    If Daily Hours is selected under Time Entry on the Settings page, the software will apply the deduction when you enter a Total Regular Time value that meets or exceeds the threshold.

    If Every Punch is selected under Time Entry on the Settings page, the software will apply the deduction when the time elapsed between In and Out punches meets or exceeds the threshold. 

    Enable the Recurring checkbox and your software will deduct the amount each time that the threshold is met or exceeded during the employee's day. Keep this checkbox disabled to apply the deduction only once per day.

    For example, if your business records each time your employees punch in and out during their workday, you'll select Every Punch under Time Entry on the Settings page. Then, if you were to both create a department with Lunch Deduction enabled, deducting 30 minutes every 4 hours worked, recurring enabled, and set this department as the Home Department for an employee user, the software will behave in the following way: 
    When you record that employee as punching In at 8am and Out at 5pm (for a total of 9 hours), the software will deduct an amount of 30 minutes from that employee's time card every 4 hours to return a daily total of 8 hours worked (9h - 30m deducted after the first 4 hours - 30m deducted after the next 4 hours = 8h)

     

    Overtime:

    Enable Weekly Overtime in order to select daily, 7th day, and Saturday and Sunday overtime values. (If your Pay Period Settings are set to anything other than Weekly, then your software will display this drop-down's label as Weekly/BiWeekly Overtime.)

     

    NOTE: 7th day, Saturday and Sunday will appear under the pay code OT1 on employee users' time cards.

    New User Setup: Next Steps

     

     

    Create employee user profiles to start managing and storing your employee time card data in your PaperCloud portal.  

     

    Adding Users

    1. Click Users from the main navigation menu on the left-hand side of the screen.
    2. Click Add User
    3. Add a First Name and Last Name for your new user profile. 
    4. Turn Department Transfer on to allow time to be entered for this employee user under any department in your system (If Department Transfer is off, the employee user's time card can only contain time under the Home Department selected in the user profile). Enabling Department Transfer for a user will display hours worked by that user per department within the given pay period. 
     
    NOTE: The Home Department value selected in the user profile dictates the application of the punch rounding, lunch deduction and overtime rules to user time cards. The settings configured in this specific department will apply to all time logged for an employee user who has this department selected in their profile, whether or not time is entered under other departments (after enabling Department Transfer).
     
    5. Click either Save or Save + Add New. The software will display the new employee user on your Active Users list on the Users screen.

     

     Editing User Profiles: General Settings

    Select an existing employee user from your Active Users list to change their settings and to access advanced settings options. 

    NOTE: Only user profiles with Active status are editable.

    To edit an archived user, first activate the user profile: 

    1. Click Archived Users from the Users sub-navigation menu
    2. Locate the user in the Archived Users list and click Activate.
    3. Click Active Users from the Users sub-navigation menu; the user profile you activated will appear in the list.
    4. Edit the user profile fields as you wish; each field is described below: 

    Employee Payroll ID: 

    This optional field value will be exported with each employee time card record if you've selected.  

    Display Benefit Accrual: 

    Turn this option on to display accrual balances for sick, vacation, and other benefit types on the employee user's time card. 

    Set accrual balance values by clicking Accruals from the Users sub-navigation menu bar. See below to learn more about user accruals.

    Status: 

    By default, employee user profiles will have an Active status and appear in the Active Users list on the Usersscreen. Only active users can have time entered in their time cards. 

    Use the Archived status option for employees who are terminated to remove these users from your normal view while retaining their information in your system. The time cards of employee users in Archived status are neither editable nor visible in the Time Cards screen. Selecting Archived status will cause the employee user profile to appear in the Archived Users list. Archived user profiles are not editable. 

    Employee Information: 

    Use these free-form text fields for emergency contact or other employee information. 

     

     

    Editing User Profiles: User Accruals

    Set up vacation, sick and other benefit accrual types for an employee on the Users Accruals page.

    1. Click Accruals in the Users sub-navigation menu.
    2. In each of the accrual type you wish to configure for the employee, enter the Accrual Starts On date, and any starting balance if applicable. 
    3. In the Hourly Rate field, enter the number of hours that will accrue according to the increment you select in the Hours Per field.
    4. Select either Weekly or Monthly in the Hours Per field.
    5. Click Save to persist your changes.

     NOTE: To view accruals on an employee's time card, you must enable this option on the General settings page for that employee user record.

     

     

    Editing User Profiles: User Holidays

    Holiday Eligibility

    After you've created holidays in Settings, you can identify the holidays that an employee is eligible for on the Users Holidays page.

    1. Click Holidays in the Users sub-navigation menu for an employee to view all of the holidays you've set up to apply to all employees in the list on the page. 
    2. Add a holiday that you've set up to not apply to all employees by selecting it from the Choose Holiday drop-down and clicking Add Holiday. (When there are no holidays in your system that remain to be added, your software will display a "No holidays available" message.)
    3. Remove a holiday from a user's profile by clicking the Delete icon. This will not remove the holiday from your system; it will remove the holiday from the employee user profile only.

     Holiday Pay Eligibility

    Select whether the employee is eligible for holiday pay (for non-working holidays only) using the Employee Is Eligible drop-down menu. When Yes is selected for an employee, then that holiday's Paid Hours will be added onto the employee time card on that holiday's Date under that holiday's Pay Code.

    NOTE: If paid holiday hours are not displaying in a new Time Card pay period, either click Recalculate in the Time Card or enter data in another day within the Time Card pay period and click Save.