Quick Badge Section

The Quick Badge feature allows authorized employees to clock in using the system. This creates a clocking entry in the employee record just as if the employee clocked in using a badge reader.

To enter a clocking using the Quick Badge feature, complete the following steps.

1. From the tool bar, click on the Quick Badge button.

   Tip  

   If you had another clocking within the last 24 hours, the screen shows the clocking's time with a timer that continuously updates to show the elapsed time since the last clocking. Seeing your last clocking time can be helpful, for example, to know when you clocked out for lunch so that you can ensure you are clocking back in at an appropriate time. This is important for Lunch Attestation so that you can attest to taking a full, uninterrupted meal break.

2. If your organization is using the Lunch Attestation feature, answer the questions presented to you.

   The Lunch Attestation feature enables a prompt that employees answer when clocking, stating whether you took complete lunch breaks during your shift.

3. In the available fields, enter any values that would override the Primary Home Labor Distribution assignment values.

• If the clocking should include all the same information as the Primary Home Labor Distribution, no values need to be entered. The record can be immediately saved.

• If Quick Codes have been set up, select the code from the drop down menu. The values set up in the quick code will override the default values of the employee's primary home labor distribution.

  Note  

  These codes are previously set up in the Employee record in the Quick Code screen.

• If any of the values should be different than the defaults for this specific clocking, enter the information in the appropriate field. For example, if this clocking should include a Special Code, enter it in that field.

  Note  

  The fields that display on this screen are selected in Configuration > System > Transaction Definition > Prompt Definition where the Application Code field is set to "QUICKBADGE". The options displayed on your screen may be different than those shown on the screen print below.

4. Click on the Save button.

   • An informational message is generated, indicating the date and time the clocking was submitted.

   • The date and time also displays on the clocking transaction in the employee record. The icon to the left of the date indicates this clocking was submitted by Quick Badge.

   Note  

   If the transaction is unable to be saved or an error occurs when attempting to save, a message appears asking you to contact your System Administrator.

Additional information

The Quick Badge section displays a screen for authorized employees to quickly enter clocking information into the system.

• When an employee opens this screen and then saves without adding information into any fields in this screen, the system defaults to the values set up on the employee's Primary Home labor distribution.

  The primary home labor distribution assignment specifies the main job class/position of the employee within the Home labor distribution. An employee can only have one effective Primary Home labor distribution assignment effective, but may have multiple Alternate Home labor distribution assignments (same organization unit as the Primary Home but with a different job class/position) and Alternate labor distribution assignments (different organization unit than the Home labor distribution).

  Note  

  For more information, see Employee > Labor Distribution > Primary Home Labor Distribution.

• When an employee enters values in any of the fields, these values override the default values. For example, if the user enters a position code, the clocking will be assigned to the entered position.

• When an employee enters a value into the Quick Code field, all the labor distribution information set up on that code overrides the default values.

  Note  

  For more information on Quick Codes, see Employee Section > Quick Codes.

When the record is saved, an informational message is generated, indicating the date and time the clocking was submitted.

If a critical message is generated due to an expired license or education requirement, the employee may be unable to enter a clocking through this screen.

The reason for the "lockout" can be viewed on Home > My Unread Messages card or in the Actions > Employee > Messages. Contact the appropriate supervisor to resolve the issue.

Application Indicator System Standard 19 determines whether the labor distribution of a transaction is updated when a Quick Code is added to an existing transaction or when a code already assigned to the transaction is changed.

Valid Indicator Values:

N	The labor distribution entered on the transaction is not changed when a quick code is added or updated. (default)
Y	The labor distribution is replaced with the labor distribution values associated with the quick code.

Amount (Dollars)

The dollar value associated with the transaction, if applicable.

Grant

The code of the grant included in this clocking, if applicable.

Hours

The number of working hours for this clocking. This value can be entered as whole and/or decimal hours, for example 8.50.

The Hours field is used when an employee does not have a schedule and uses a special code, such Low Census (LC). If LC is used, the system bases it on the employee's Daily Hours. So if employees are working shifts with a length different than their Daily Hour values, they need to indicate the correct shift length in order to get paid properly. For example, you get called off due to low census. You are normally an 8-hour employee but you were working a 10 hour shift, enter 10 in the Hour field to receive the extra 2 hours of low census pay.

Job Class

The employee job work assignment for this clocking.

Organization Unit

The appropriate organization unit code for this clocking. The number of levels available and the label names depend upon the corporate structure.

Pay Group

The pay group assignment of this clocking, if applicable.

Position

The code that indicates the organization and job class assignment for the employee.

Project

The code of the project included in this clocking, if applicable.

Quick Code

A code set up for the employee to quickly enter a clocking transaction using a single value, rather than going through all the prompts.

The options available in this field are either automatically created from records in the employee's Labor Distribution screen or manually entered in the employee's Quick Codes screen.

Special Code 1 - 5

Select one or more applicable special codes from the Field Look Up Values in the right pane. These special codes indicate circumstances where regular processing rules are overridden.

Start/End Time

The time of this clocking. The system calculations process determines whether this is an in punch (Start Time) or out punch (End Time).

The Start/End Time field is used when an employee does not have a schedule and uses a special code, such Low Census (LC). If an employee is supposed to start at 06:00 but is told to come in later, such as 08:00 due to low census, they enter 06:00 in order to receive 2 hours of low census pay. Or if the employee is getting sent home early because of low census, then the employee enters the end time of the shift to get paid the correct amount.