Setting up payroll

Organizing payroll correctly allows employees and payroll administrators to keep hours worked and pay running efficiently. Follow the steps below in sequence to make sure all the necessary items are in place for each.

  1. Configure payroll setup
  2. Adjust employeeUser accounts for drivers, dispatchers, and other staff to perform varying functions in TrackIt. type setup
  3. Configure holiday setup
  4. Add a time off category
  5. Adjust employee PTOHours provided by the employer that employees may use for sick, vacation, and personal days. setup
  6. Add a time off type

1. Configure payroll setup

Before proceeding to any of the other payroll setup pages, fill in the fields provided on this screen to configure your company's specific preferences for payroll. These configuration options define the basic and overarching payroll settings that will allow you to configure the rest of your payroll services.

  • Once you have added your desired settings, click Save Settings to keep your changes.

Start Day of Week

The starting day of the week affects when to start pay periods, begin counting work hours in a week, how to arrange schedules, and more. To pick a day other than the default Sunday, click the drop-down menu and select the desired day of the week.

Require Comment to Clear Exception

Activities like late arrivals and absences are typically flagged on an employee time cardA log of an employee's start and quit times. The time card collects both the scheduled and actual times captured via TrackIt. to indicate an exceptionUnexpected events relating to time cards, like late logins, accidents, absences, and auto-logouts. to their expected scheduleA tool for scheduling daily employee shifts. Employers may use this to set start and end times for each employee.. With this setting, you can prevent a time card from being processed if no note is added to explain the problem.

Schedule and Timecards Sorted By

When viewing schedules and time card information, you may change the ordering of employees from here.

Select from the following options:

  • Employee # (default)
  • Last Name
  • Hire Date

Cross Day Boundary

Companies with night hours may have special policies regarding how to treat shifts that pass midnight. The settings here will largely govern when to designate the time and pay.

True field selection

Time applied to login day

Based on the time a user clocked in on TrackIt, the date of the initial login is used to determine when a shift took place. Regardless of any time clocked after midnight, the date of login will remain the sole deciding factor.

False field selection

Time split at midnight

An employee's shift for the day will always end at midnight. Any time after midnight is considered a new shift for that day.

False field selection

Time applied to day with the most hours

Once the employee clocks out, TrackIt determines during which day the overlapping shift spent the greatest amount of time. The shift is then applied to that day.

E-mail Unscheduled Employees

When new schedules are posted and an administrator clicks the E-mail Schedule E-MAIL SCHEDULE button button, only scheduled employees are emailed a copy of the schedule. If this option is selected Selected check box, then employees without any work shifts for that day will also be emailed a copy of the schedule.

 

Enable Payroll Builder

Enables all settings and features associated with building payroll data.

This feature is not fully implemented.

Unable to schedule after X Hours Requested Off

If an employee requests PTO, some companies make a policy of not scheduling that individual for any other shifts that day. Specify the total number of hours that must be met or exceeded to prevent same-day scheduling with PTO.

Mark Employee Absent After (Hours)

Administrators typically establish tardiness policies that define how late an employee may be for their shift before being marked absent.

Automatically Deduct a Lunch after X hours worked, if set up in the employee type

Some companies may not include a statusThe specific activity or task a driver is currently engaged in, typically as part of a process called a "status loop." for lunch and simply expect drivers to take a lunch during the day. This option cuts out the manual status change and automatically applies a lunch break after the total hours spent here. Enter the total number of hours to exceed in a shift before a lunch break is deducted from time the employee clocked.

This may only be used if the Employee Type Setup option on the Employee Type Setup screen is set to Yes.

Enter -1 to disable this.

Holiday Export Code

The code you use with your integrated payroll solution to track holidays and holiday work should be entered here. This will vary product-by-product.

2. Add an employee type

To properly designate an employee to a pay rate that corresponds with their work tasks and hours, their Employee Type Setup needs to be added with the relevant information. Since the Employee Type can also be added through employee Settings, this step will also involve checking the current employee types and making sure payroll information is added correctly for each existing type.

Adding an employee type in Payroll is the same process as adding an Employee Type in Settings. And, the same employee types added from Settings will appear in Employee Type Setup in Payroll.
  1. Navigate to Settings > Payroll > Setup > Employee Type Setup.
  2. Click the Add Employee TypeADD EMPLOYEE TYPE button button.
  3. In the Add Employee Type dialogue window, enter data for Description, Require Schedule, Allow Early Login, Max Login Time, Pay To Schedule, Deduct Lunch, and Paid Holiday Hours.
  4. Complete any other desired fields.
  5. Click the Save button.

3. Add holidays

Adding holidays ahead of time for payroll purposes can simplify calculating any overtime or holiday pay earned on such days. This likewise helps identify what state and other local holidays are observed by the company when offering time off.

  1. Navigate to Payroll > Setup > Holiday Setup.
  2. Click the Add New Holiday ADD NEW HOLIDAY button button or click the Edit Edit Holiday button button to edit an existing holiday.
  3. In the Add New Holiday dialog windowA pop-up window that requires user input., enter in a Holiday Name.
  4. Depending on the holiday, choose either a Date or Occurrence and a Year option for the holiday to apply. You can set the holiday to reoccur every year or choose the specific year for the holiday to apply.
  5. Choose the Payroll Settings by checking the relevant boxes.
  6. Click Save.

4. Add a time off category

A time off category will allow you to set company policies for hours that can be applied to PTO. If you set a specific amount of hours for PTO, that quantity will be the default PTO pool for each employee. Creating a time off category is optional before individually adding employee PTO, but it can simplify adding PTO if most employees will start with the same amount.

Try the tutorial

  1. Navigate to Payroll > Setup > Time Off Category.
  2. Click Add Time Off Category ADD TIME OFF CATEGORY button.

Add Time Off Category dialog window

The Add Time Off Category dialog window appears.

  1. Identify the category by label with the Description field.
  2. Set Hours Restriction to Enabled if you are adding a paid time off (PTO)Hours provided by the employer that employees may use for sick, vacation, and personal days. category.
  3. If the previous setting is enabled, provide a value for Default restricted hours, such as 80 (two weeks of vacation time).
  4. Click Save SAVE button.

This category may now be used when creating and assigning PTO types.

5. Set up employee PTO

You can establish individual hours for PTO on this page to override a preset time off category.

  1. Navigate to Payroll > Setup > Employee PTO Setup.
  2. FilterA search tool that restricts data queried based on factors like equipment type, employee groups, and date ranges. the employees by selecting items from the Plant, Employee Types, Employee Groups, and Year drop-down menus.
  3. Click the Apply Filter button to narrow the list of employees.
  4. Enter in the desired number of days off for each employee in the PTO Allowed in 2021 column.
  5. Click Save to keep your changes.

6. Add a time off type

Once you add time off types, you can establish which type will fall under each time off category. For example, if Vacation is a time off type, you may choose to make that type use the PTO category rather than UTO.

Try the tutorial

  1. Navigate to Payroll > Setup > Time Off Type.
  2. Click Add Time Off Type ADD TIME OFF TYPE button.

Add Time Off Type dialog window

The Add Time Off Type dialog window appears.

  1. Identify the category by label with the Description field.
  2. Assign the type to a Time Off Category if you've already created one.
  3. Specify an Export Code and OT Export Code based on your integrationAllows different software solutions to exchange information without the need for manually exporting or importing data. solution.
  4. Pick a color to associate with the type.
  5. Click Save SAVE button.

This type may now be used when an employee requests time off.

You have successfully completed payroll setup!