Timestandard® - Time and attendance system

Timestandard® is the answer to your time and attendance problems, now and in the future. It incorporates ALL the known current shift mapping options, shift setup options, break options, pay-periods grace and roundings in use today, that you may not need now, but may need in the future. Timestandard® is part of a modular system of software driven components designed to help you to cope with the demands of your payroll using proven, reliable data collection methods.

Timestandard® will automatically add up hours worked by employees, highlight and deduct for lateness and absenteeism. This can speed up payroll preparation and also highlight selectable exceptions such as recurring lateness or sickness. These may be used in disciplinary matters and even pay negotiations.


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Features

• Easy to use.
• Accommodates fixed, floating, rotating, entry window and ISS shift options.
• Records times, lateness, early departure, long lunches - user defined.
• Records sickness, holidays, dentist, doctor, paid, unpaid (exceptions) - user defined.
• Records 999 types of exceptions (sickness, holiday, paid, unpaid etc.) - user defined.
• Deducts for lateness/early departure, short breaks, excessive breaks - user defined.
• Supports weekly, monthly, bi-monthly and monthly pay periods or custom length.
• Up to 9 rates of overtime.
• Overtime accumulated by timeband - shift worked - payperiod - targeted, (and/or).
• Lateness, rounding, grace, exception reporting, lunch deductions -
For each shift - user defined.
• Reports on Exceptions for any period of time.
• Full time card report including shift number worked.
• On Premises/ Off premises recording
• Works on Windows NT and 2000 and Novel 3.12 network
• Password security

....and many other features.

 

Table Of Contents

Absence Options

Hardware Terminals Used

Hardware Terminal Specifications

Pay Period & Shift Options

Overtime Options Qualify & Restrict overtime

Savings


General

Time Systems® (UK) Ltd has developed the Timestandard® system based on many years of experience and has been designed specifically because no two business' have the same working rules and their rules change as they evolve. Moreover, your working patterns and rules may change tomorrow and would you really want to change your time recording system because your current system could not cope with them?

Timestandard® has evolved as a result of the detailed examination of requirements like yours. Our systems are flexible enough to cope with hundreds of shift policies and parameters of the most demanding environment because most of the key identifiers used are user defined. Timestandard® can apply the most difficult of shift parameters and makes the calculation of time cards in seconds instead of days. Time spent producing and calculating time cards will be reduced dramatically so it will also save you valuable overhead expense. As employee remuneration is by far your greatest overhead Timestandard® will help you keep that vital control that you would expect from systems costing many times more. It will also store that information for as long as you want - and is instantly accessible so you can call up data on attendance, sickness, holidays and lateness reports at any time to monitor performance and highlight trends. The most important point is that whilst some companies will supply you with a product that will handle your current requirements for today - it may become obsolete the moment you enforce a new pay scheme or innocently change your shifts or patterns. Timestandard® has be written to hopefully handle your changes so it cope as you evolve or grow.

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Hardware (Terminal) Options

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Timestandard® MAJOR terminal Specification

Communications -
• RS232
• RS485
• Ethernet (option)
• Modem (option)
• Opto-isolated input for fire
alarm activation

Data collection methods-
• Bar-code (ITF)
• Proximity keyrings and
badges
• Magstripe
• PIN number
• External bar code scanner
(option)
• Available without reader on
request

Power-
• 240v socket / 12vdc input

Display
• 16 character 2 line backlit supertwist LCD display

Keypad
• 20 Numeric and Fkey keypad
Dust and splash proof

Relays (2)
Programmable to activate bells/signals.

Memory protection
Internal lithium 5 years

Operational Battery backup
Up to 24 hours

Memory size
128k RAM @ 14000 transactions

Dimensions
185mm x 190mm x 90 mm (W x H x D)

Housing
Steel plate to IP65
except barcode versions.

Weight
1.95kg


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Timestandard® MINOR terminal Specification

Communications -
• RS232
• RS485
• Ethernet (option)
• Modem (option)
• Opto-isolated input for fire alarm activation

Data collection methods-

• Bar-code (ITF)
• Proximity keyrings and badges
• Magstripe
• PIN number
• External bar code scanner (option)
• Available without reader on request

Power-
• 240v socket / 12vdc input

Display
• 16 character 2 line backlit supertwist LCD display

Keypad
• 20 Numeric and Fkey keypad
• Dust and splash proof

Relay
Programmable to activate bells/signal.

Memory protection
Internal lithium 5 years

Operational Battery backup (option)
Up to 24 hours

Memory size
32K RAM (Buffered)

Dimensions
120mm x 200mm x 100 mm (W x H x D)

Housing
ABS-V0 IP65 (except bar code reader version).

Weight
700g - 740g


Collection Methods - Media Used

Barcode & Magnetic Stripe Swipe Card
Proximity RFID

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Media suitability

We always recommend bar-coded media and proximity media. Almost every product we buy in the shops has bar code attached to identify it and proximity cannot be interfered with. Almost everyone every understands how it works and this has come about as from its universal existence and use in the retail industry. We believe it is reliable and sound and find users get no corruption queries unlike magnetic stripe.

Magnetic stripe is also sound and reliable - but can be corrupted by those determined enough; it will show no sign of abuse and may cause operational conflict for the user and client.

PIN numbers - suitable as most people can remember them and they can be easily keyed in.

However you may choose from any of these combinations.

If you currently use an access control or vending system that uses PROX badges, you could add bar-code to this for use in Timestandard. This would result in one card for both systems. More convenient than two cards.


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Platforms Supported (Which PC's it will run on)

Timestandard® will operate on the following operating systems - Windows 95, 98, 2000, NT, ME and XP.

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Pay Periods Supported & Shift Types Supported

Timestandard® software allows you to program -
• Multiple pay periods - weekly - monthly - 2 weekly - bi-monthly or any length you require
• Fixed shifts - where employees work the same shift every day
• Entry window shifts - where employees can swap shifts at any time without notice
• Rotating shift patterns - where employees rotate shifts every few days
• Multiple shifts per day - where employees can leave and return on the same day but be on a different shift with different rules (different pay rules and overtime etc.).
• Continental shifts - x days on x days off etc.
- or any combination of the above.
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Lateness - Options

If an employee arrives late you may wish to report lateness in red or bold black for the time card and appear on lateness reports.

Timestandard® supports lateness for every minute of the day and can round forward lateness (deduct time) accordingly.(see roundings below)

I.e. any employee who clocks in later than 08.03 - report this on their timecard in red ink to make them aware and also make this clocking appear on lateness reports.

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Rounding and Grace - Options

General
Rounding and Grace is a feature of Timestandard® that allows employees to arrive or depart within limits you can define (grace) before their time is penalised (rounding). It can be used in many ways - see some examples below.

Lateness
In addition to lateness reporting you can also penalise employees for lateness by rounding the time forward because they arrived after the grace period allowed (i.e. late). I.e. if late more than 3 minutes (grace) deduct 15 minutes (rounding). Timestandard
® supports all grace and rounding options (user definable and selectable).

i.e. any employee who clocks after 8.03 then round their time to 8.15, so 8.04 will calculate from 8.15.

Early departure
Timestandard® can be programmed to deduct time for those who depart early. i.e. if and employee should work to 17.00 but clocks out at 16.50 this time can be rounded back as far as 16.00, although in most cases it is rounded to 16.45.

Minimum overtime
If you wish to pay overtime after a certain time - but subject to a minimum amount Timestandard
® has a feature for to help you cope with this. The shift ends at 17.00, if employees work overtime they get paid at a different rate, but must work at least 30 minutes overtime to qualify. (This is so that those leaving the building late and not actually working overtime do not get paid for it.)

I.e. If an employee clocks out at 17.29 his time will be rounded back to 17.00 but if he works to 17.30 he will be accumulated that 30 minutes overtime.

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Overtime - Ways to calculate

Timestandard® calculates overtime in up to 9 (nine) different rates calculated by any or combination of the following
Time band - When employees are paid at different rates by the time of day they work
By the shift - When employees get different pay by the shift they are working
By the day - By the hours worked that day or extra hours worked
Pay period - By the number of hours in the pay period or extra hours worked
- any or all of the above combinations can be used.

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Qualifying and restricting overtime

You can restrict the amount of overtime an employee may accumulate and qualify overtime worked subject to varying criteria in cases where it is applicable.

Restrict by

Timeband - by turning off overtime pay at any time

Putting excess overtime into another pay rate (i.e. Normal pay rate)

i.e. If normal rate is less than 40 hours and overtime rate 9 (your special midnight shift overtime for working after 5.00pm) has a balance of say 25 hours - and the employee is not entitled to that overtime unless 40 hours are worked at normal rate Timestandard® can automatically move those excess overtime hours into normal rate until it reaches 40 hours - reducing the balance of overtime rate 9 - or put the balance into overtime rate 1 (for breaking the rules)

Qualify by

Targeting - this allows you to manipulate overtime subject to your rules (for each employee) to stop them gaining overtime only to have days off sick etc.

i.e. Pay overtime rate 6 (qualified rate) on Saturday between 8.00 am and 12.00 pm - but only if
they do 8 hours at normal rate on Monday next (because your pay period runs Tuesday to Monday)
and work at least 4 hours overtime rate 4 and (this is the rate for weekly overtime during Monday to Thursday)
and work at least 4 hours overtime rate 5 or (this is the rate for overtime on Friday)
and if not done them make calculate pay on Saturday at overtime rate 2 only (unqualified overtime rate).

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Absence categories

Up to 999 user defined absence categories including:
Paid holiday
Unpaid holiday ( but logged)
Paid sickness
Unpaid sickness ( but logged)
Paid doctors appointment
Unpaid Doctors appointment (but logged)
Paid maternity
Unpaid dentist (but logged)
Paid jury
Unpaid training
Each of these can be defined to have different hours accrued to them.
I.e. paid holiday can be half day whole day or x hours.
Click here to see how this can be reported for you

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Sample Employee Setup

If you have a shift that starts at 08.00 and finishes at 17.00. There is a one hour lunch between 12.00 and 13.00 that employees must clock for and if they do not take a whole hour the software must deduct it. They are not paid for early arrival but are paid - no matter how many hours they work - if they work past 17.00. They are allowed to be 3 minutes late. If more than three minute late their time is rounded forward to the nearest 15 minute interval. They get rounded back by 15 minutes if they do not clock out on the 15 minutes. (I.e. 17.15, 17.30 etc.)

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Sample Shift Setup

Timeband
Pay Rate ROUNDING REPORTING
00.00
Unpaid
None
Normal
08.00
Standard
3 Min Grace, 15 Min Rounding
Normal
08.04
Standard
3 Min Grace, 15 Min Rounding
Print in red. Highlight in lateness reporting
12.00
Unpaid
3 Min Grace, 15 Min Rounding
Normal
13.00
Standard
3 Min Grace, 15 Min Rounding
Normal
13.04
Standard
3 Min Grace, 15 Min Rounding
Print in red. Highlight in lateness reporting
17.00
OT Rate1
3 Min Grace, 15 Min Rounding
Normal
23.00
Unpaid
None
Normal

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Sample Time Card Report

If you follow the clockings below against the setup above you will generate the results of this time card. Please note, this time card can have upto 9 different overtime rates. For clarity only 4 rates of overtime are shown here.

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ISS, posting, editing, adding, deleting employees transactions (clockings)

Timestandard® allows you to 'post' transactions and use ISS (interactive shift selection) to enable you to manipulate all data to help you get the right results first time.

ISS - Ideal for situations where employees can work any shift they choose- without you knowing beforehand - they can use ISS and when they clock they select the shift they are working, by selecting it at the terminal. This gives you greater freedom to let the system maintain itself. This shift selection can be allowed or refused further in the software.

Posting - this is a system that you can use to 'mark' clockings made by an employee against the shift that you have programmed for that employee.

Editing - at any time after that you may return to those transactions and alter the posted shift number worked to another shift number. Ideal where employees cannot be trusted to use ISS or where you are informed too late that their shift had been changed for a particular day in a rotating shift pattern. (Changing the pattern may take 15 minutes to cope with this, amending the posting will take seconds). Always great when you are under pressure to complete payroll payments to employees. You may also edit the time, date, type of transaction, employee if they need adjusting.

Adding - you can add transactions singly or in multiple to one or your selection of employees.

Deleting - you can delete transactions singly or in multiple from one or your selection of employees.


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Software Limitations

Timestandard® software has the following limitations -

Number of shifts allowed
Unlimited
Timebands Unlimited
Lunch deductions Unlimited
Number of rotating patterns Unlimited
Number of entry mappings Unlimited
Number of pay periods Unlimited

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Accuracy

Timestandard® provides better accuracy because manual time cards have to be interpreted according to shift rules - errors are inevitable. Timestandard® also remembers to apply all those little used and sometimes forgotten rules. If you under-calculate an employees time they soon tell you. Is it the same when you over-calculate?

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Reports

Time Card Report Other Category reporting
Who is IN now Report In/Out Punch/Swipe Report
Lateness reporting (category) Weekly Shift Pattern Reports
Sickness reporting (category) Entry Window Mapping Reports
Absence reporting (category) Departmental Single-line Hours Report
Period Hours Summary report Automatic Deduction Reports
Daily Hours Report Clock Reports
Time Transaction Report Working Time Statistics

Reporting made be sorted by company, department, employee name, number etc


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Export to Payroll

Timestandard® can create the necessary export files from your time cards. We supply the necessary import facility for up to 27 payroll packages (PAYROLL SUPPORTED), fully automating your payroll. It can create export files in ASCII, CSV and other formats for linking to MS word , MS Excel, MS Access etc.

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Savings

If your employees work the average 250 days a year the table below shows the actual time loss, at the conservative rate of only 12 minutes a day (1 hour a week per employee) and the cost to your business. According to accepted standards we have added an equal amount to the actual time loss cost for fixed overhead.

Hourly
Rate
Cost per
Minute

Number of Employees

    5 10 25 50 100 500

£3.35

£ .112

£1,680

£3,360 £8,400 £16,800 £33,600 £ 168,000
4.50 .150 2,250 4,500 11,250 22,500 45,000 225,000
5.50 .182 2,730 5,460 13,650 27,300 54,600 273,000
7.50 .250 3,750 7,500 18,750 37,500 75,000 375,000
9.00 .300 4,500 9,000 22,500 45,000 90,000 450,000
12.00 .400 6,000 12,000 30,000 60,000 120,000 600,000

Payroll programs we can link to

Sage Payroll Version 7 Sage Sterling for DOS, Ver 4.30
Sage Payroll Professional Sage Sterling for DOS, Ver 4.70
Sage Line 100 (DOS and Windows) Sage Sterling for DOS, Ver 4.80
Brandt Winpay Sage Sterling for DOS, Ver 5.00
Sage Sterling for Windows Ver 2.10 Sage Sterling for DOS, Ver 5.10
Sage Sterling for Windows Ver 2.20 Sage Sterling for DOS, Ver 5.20
Sage Sterling for Windows Ver 2.30 Sage Sterling for DOS, Ver 9.00
Sage Sterling for Windows Ver 4.00 Sage Sterling for DOS, Ver 9.02
Sage Sterling for Windows Ver 5.00

Intex Earnie 16

Sage Sterling for Windows Ver 5.02 Intex Earnie 32
Sage Sterling for Windows Ver 5.03 Intex Earnie Classic
Pegasus Opera for DOS and Windows Pastel Payroll 1.00 for Windows
Pegasus Senior Dbspay2 for Windows
PAYE-Master Ver 3.50 for Windows  

If your payroll program is not listed -contact us

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Time Systems®, Timestandard®, Jobstandard® and Acroprint® are registered trade marks of Time Systems® (UK) Ltd.
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