Field

Explanation

Manager ID

The manager for this organization level 9.

e-timecard uses the org9 manager as the default manager for all new employee records you create that are attached to this org9.

In the Initialization file, you can set up the org9 manager as one of the approvers for time cards. Find out about setting approval options in the Initialization file.

Maximum Pay Codes

This option is applicable to the e-timecard standalone version only.

You can let employees enter combination pay codes on time cards. A combination pay code consists of one primary code and between one and three secondary codes. If you do not want employees to enter combination pay codes, enter 1 in the Maximum Pay Codes field. You can override this setting in the employee type record.

Find out more about combination pay codes.

Copy Last Time Card

When an employee creates a new time card, e-timecard can ”r;remember” the jobs from the employee’s previous, submitted time card.

You can override this setting in the employee type record. You have two options:

• Prompt: When the employee creates a new time card, the Copy Previous Time Card screen lets the employee select which jobs from the previous time card to copy to the new one.

• No: e-timecard does not give the employee the option to copy jobs to the new time card. Instead, a blank time card automatically appears.

Note that e-timecard does not copy jobs with zero hours charged on the previous time card.

Link Jobs and Work Orders
(user-defined label)

You can select whether employees enter predefined job/work order combinations only, or if they instead enter unlinked work orders. You have the following options.

• Do Not Link Jobs and Work Orders: When employees enter a work order, they must also enter a job number manually. This is the default.

• Link Job to Work Orders: A job can be linked to one or more work orders, but a work order cannot be linked to more than one job. e-timecard automatically retrieves the linked job number when an employee enters a work order number on the time card.

• Link Work Order to Multiple Jobs: A work order can be linked to multiple jobs, and a job can be linked to multiple work orders. e-timecard automatically retrieves the first linked job number when an employee enters a work order number on the time card. The employee can change the job number to any other job that is valid for that work order.

Note that in order to allow employees to select multiple work orders when they perform a lookup, you must select Link Jobs and Work Orders or Link Work Order to Multiple Jobs.

Change Reason Codes

You can choose what circumstances require employees to enter a reason code for changing time card entries. You have the following options.

• Never: No reason code required.

• Any Change: Employees must provide a reason code any time that they change previously saved time card data. They do not have to provide a reason code when adding data to blank fields.

• After Submitted: e-timecard requires a reason code only when employees make changes to a time card that they have already submitted.

• After Archived: Employees must provide a reason code only when changing time cards that have been exported.

Note that you go to the Parameter Setup screen to select whether the system prompts for a change reason code for display-only and "behind the scenes" fields in addition to editable fields.

Mass Entry Reason Codes

You can choose under what circumstances you want group timekeepers to enter reason codes for entering other employees’ time. These are your options:

• Never: The group timekeeper never has to provide a reason code for entering or changing an employee time card.

• Once: When finishing a time card for the first time in an e-timecard session, the group timekeeper must provide a reason code for entering other employees’ time.

• Same as Employee: The group timekeeper must provide a reason code when changing a time card under the same circumstances as individual employees, according to your setting for the Change Reason Codes field.
  
  For example, if you select Same as Employee for Mass Entry Reason Codes and After Submitted for Change Reason Codes, a group timekeeper must provide a reason code only when changing a time card that has already been submitted.

Labor Category Validation
(user-defined label)

You can choose validation options for the contract labor category in time card entry. Select either Yes or No to determine whether e-timecard validates the labor category field.

If you select Blank, then e-timecard generates an error if an employee does not enter a required labor category, but the program allows the field to remain blank rather than forcing the employee to enter an invalid code.

In e-timecard Initialization, you set whether the labor category is required or optional.

Job Instructions

An approver can attach instructions to any job in the personal job list of an employee that s/he is authorized to approve. The instructions can include a description of the task, the estimated number of hours it will take to complete, or whatever text the approver chooses.

For each org9, you can select whether instructions are required or optional in order for the approver to save the job to the employee’s list. Note that e-timecard determines the requirement by the employee’s org9, not by the approver’s.

You can also decide whether employees can modify the instructions. Keep in mind, if you grant employees this ability, then they can alter or delete text that the approver already entered, in addition to appending.

Below are your options for job instructions. You can check or uncheck any combination that you wish.

• Check Require Approvers to Enter: When an approver adds a job, s/he must enter instructions.

• Do not check Require Approvers to Enter: An approver can enter instructions when s/he adds a job, but they are not required.

• Check Let Employees Modify: The employee can change the instructions that an approver enters.

• Do not check Let Employees Modify: The employee cannot change the instructions that an approver enters.

Job Assignment Code

There are times when many different organizations within a company use the same job numbers; for example, default jobs where employees charge expense accruals for vacation or personal leave. Rather than storing the same job numbers in each organization, you can create job assignment codes to enter in the org9 record.

When an employee enters an earning code on a time card, e-timecard uses the following sequence to look for job and cost element defaults.

1. The program checks if job and cost element defaults are stored in the employee earning code record.

2. If they aren’t, then e-timecard checks the earning code master record.

3. If there are no defaults there, then e-timecard checks the org9 to see if a job assignment code is stored there. If it is, then e-timecard automatically inserts the job and cost element that the assignment code references.

Find out more about job assignment codes.

Status

Your options are Active and Inactive. Keep in mind that you cannot add new employees or jobs to an inactive org9.