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Employee setup

Lookups Menu Introduction​

The Lookups Menu is used primarily during initial configuration, though some companies may find it necessary to fine tune configuration settings during the first one to two payroll periods after Go Live with the InfiniTime Time & Attendance Software or when Internal Human Resources and Time & Attendances practices change.

Lookups - Calculations Setup Introduction​

The Lookups - Calculations Setup Menu provides access to all areas of the InfiniTime Software which directly impact how Employee Hours and Earnings are awarded or calculated.

The Lookups - Calculations Setup Menu provides access to:

Accrual Types - Opens the Accrual Types Table which displays a list of all Accrual Types configured in InfiniTime. Accrual Types are used to track various types of Paid or Unpaid Leave such as Sick Time, Vacation Time, and / or Personal Time for employees. Additional details regarding configuring and tracking Employee Accrual Totals can be found in the Employee Accruals Configuration Section of this document.

Exception Types - Opens the Exception Types Table which can be used to define Company Wide Exceptions. It is important to note that Company Wide Exceptions are tracked for all employees. Additional Details on available Exceptions and Exception related functionality can be found in the Exception Configuration Section of this document.

Holiday Schedule Types - Opens the Holiday Schedule Type Table which displays a list of all Holiday Types configured in InfiniTime. Holiday Types are used to define specific holiday dates for which employees are eligible for Holiday Pay. Holiday Schedule Types are also used in conjunction with Employee Policy settings to define specific benefits for employees who work on holiday dates such as time and a half (1.5x Employee Base Rate) or double time (2.x Employee Base Rate). Additional Details on use and configuration of Holiday Types can be found in the Holidays Configuration Section of this document.

Job Costing Lookups:

Activity Jobs - Opens the Activity Job Table which displays a list of all Activity Jobs configured in InfiniTime. Activity Jobs serve as the second Job Costing Level within InfiniTime and are used to categorize employee hours. Additional information on use and configuration of Job Costing can be found in the Job Costing Section of this document.

Activity Tasks - Opens the Activity Job Table which displays a list of all Activity Jobs configured in InfiniTime. Activity Jobs serve as the second Job Costing Level within InfiniTime and are used to categorize employee hours. Additional information on use and configuration of Job Costing can be found in the Job Costing Section of this document.

NOTE: It is not possible to create Activity Tasks until one or more Activity Jobs have been created.

Other Activity Types - Opens the Other Activity Types Table which displays a list of all Hours and Earning Types outside of regular and overtime hours. There is no limit to the number of other activity types that can be configured. Most customers will need to one or more Other Activity Types for paid leave hours such as Jury Duty, Bereavement Pay, etc. Additional details regarding Other Activity Types can be found in the Other Activity Configuration Section of this document.

Policies

  • Opens the Policy Table which displays a list of all policies configured in the software. Additional details regarding configuring policies are provided in the Policy Configuration Section of this document.

Lookups - Employee Setup Introduction​

The Lookups - Employee Setup Menu provides access to:

Cellular Provider - Opens the Cell Phone Providers Table. Cell Phone Providers are utilized to define the short message service (SMS) gateway for Cellular Providers which is required for InfiniTime to send text message notifications to employees and / or supervisors when exceptions occur. The Cellular Providers table is populated for major cellular carriers by default. InfiniTime Software Administrators may add additional Cellular Carriers as needed. Additional information regarding Cell Phone Providers and Exception Notifications (IE: Sending Text Message Alerts to Employees or Supervisors when exceptions occur) can be found in the Exception Notifications Section of this document.

Departments

  • Opens the Department Table which displays the same information as the Departments Tab of the Company Update Form. Additional details on job costing and InfiniTime Departments configuration can be found in the Job Costing Section of this document.

Escort Settings - Opens the Escort Settings Description Table which displays all Escort Windows configured within InfiniTime. Escort makes it possible to design a customized portal to the InfiniTime Application. Nearly every button, feature, and report within the InfiniTime Application can be placed on an escort window. Escort is recommended for use by any company where multiple supervisors will access the InfiniTime Application. Additional details on use and configuration of Escort Windows can be found in the Escort Configuration Section of this document.

Groups

  • Opens the Group Table which displays all Group Levels and Group Descriptions configured within InfiniTime. Group Levels and Group Descriptions can be used to organize employees into organizational units (IE: All employees at the Phoenix, AZ Location. All Employees employed by Company A, All Employees employed by Company B etc.) to be used for filtering purposes throughout the InfiniTime Software. Additional details regarding use and configuration of Employee Groups can be found in the Groups Configuration Section of this document.

Human Resources Lookups:

Human Resources Lookups are utilized to define available options for Human Resource related fields and settings referenced from within Employee Profiles.

Benefit Plan Costs - Opens the Benefit Plan Cost Table which displays all Benefit Plan Cost values configured within InfiniTime. Benefit Plan Cost values represent the employer's cost of employee benefits and can be assigned to individual Benefit Plan Types on an employee by employee basis  for tracking purposes. Additional information regarding use and configuration of Employee Benefits can be found in the Employee Profiles and Related Settings Section of this document.

Benefit Plan Types - Opens the Benefit Plan Type Table which displays all Benefit Plan Types configured within InfiniTime. Benefit Plan Types represent different benefits offered by the employer. Related details such as Benefit Plan Cost, Enrollment Date, etc can then be defined on an employee by employee basis  for tracking purposes. Additional information regarding use and configuration of Employee Benefits can be found in the Employee Profiles and Related Settings Section of this document.

Equal Employment Opportunity Types - Opens the Equal Employment Opportunity Table which lists all Equal Employment Opportunity Classifications configured within InfiniTime. Equal Employment Opportunity Classifications are used to assign employees to specific Classifications in according with the rules and guidelines set forth by the United States Equal Employment Opportunity Commission and can be used for tracking purposes to show employee distribution across various Equal Employment Opportunity Classifications.

Employment Status Types - Opens the Employment Status Types Table which lists all Employment Status Types configured within InfiniTime. Employment Status Types are used to define employment status for individual employees in accordance with the rules and guidelines set forth by the United States Equal Employment Opportunity Commission and can be used for tracking purposes to show employee distribution across various Employment Status types. Additional information regarding use and configuration of Employee HR Related settings can be found in the Employee Profiles and Related Settings Section of this document.

Termination Reasons - Opens the Termination Reason Table which lists all Employee Termination Reasons configured within InfiniTime. InfiniTime prompts the user for a termination reason when employees are terminated. For this reason, Employee Termination Reasons must be configured in all production installations of InfiniTime. Additional information regarding use and configuration of Employee HR Related settings can be found in the Employee Profiles and Related Settings Section of this document.

Worker's Comp. Categories

  • Opens the Worker Compensation Code Table which lists all Worker's Compensation Code Categories configured within InfiniTime. Workers Comp. Categories are used to assign employees to specific workplace exposure codes in accordance with the rules and regulations set forth by the National Council of Compensation Insurance (NCCI) and can be used for tracking purposes to show employee distribution across various workplace exposure codes.

Important Date Names - Opens the Important Date Table which lists all Important Date Names configured within InfiniTime. Important Dates allow the InfiniTime Software Administrator to define specific events which are of mission critical importance for individual employes. (IE: CPR Certification Expiration Date for a Pool Management Company that hires lifeguards.) Before Important Dates can be defined for individual employees Important Date Names must first be defined. Additional Details regarding use and Configuration of Important Dates can be found in the Employee Profiles and Related Settings Section of this document.

Job Costing Lookups:

Job Costing Lookups are used to define Activity Jobs and Activity Tasks for Job Costing Purposes.

Activity Jobs - Opens the Activity Job Table which displays a list of all Activity Jobs configured in InfiniTime. Activity Jobs serve as the second Job Costing Level within InfiniTime and are used to categorize employee hours. Additional information on use and configuration of Job Costing can be found in the Job Costing Section of this document.

Activity Tasks - Opens the Activity Job Table which displays a list of all Activity Jobs configured in InfiniTime. Activity Jobs serve as the second Job Costing Level within InfiniTime and are used to categorize employee hours. Additional information on use and configuration of Job Costing can be found in the Job Costing Section of this document.

Payroll Information Lookups:

Payroll Information Lookups are used to define Payroll Related Human Resource settings referenced within Employee Profiles.

Local Taxing Authority - Opens the Local Tax Authority Table which lists all entities to which the employer is responsible for paying Local Employment Taxes. Local Tax Entities can then be assigned to specific employees for tracking purposes. Additional information about Employee Specific Payroll and HR Related Settings can be found in the Employee Profiles and Related Settings Section of this document.

State Taxing Authority - Opens the State Tax Authority Table which lists all entities to which the employer is responsible for paying State Employment Taxes. State Tax Entities can then be assigned to specific employees for tracking purposes. Additional information about Employee Specific Payroll and HR Related Settings can be found in the Employee Profiles and Related Settings Section of this document.

Security Roles - Opens the Security Role Table which displays all Security Roles configured within InfiniTime. Security Roles are used to control access to individual windows and buttons within the InfiniTime Software for specific groups of users or even specific individuals. As such, Security Roles are an integral part of the initial InfiniTime Configuration and should be reviewed by all InfiniTime Software Administrators. Details on the default Security Roles included within InfiniTime as well as how to customize security roles within InfiniTime to meet your organization's unique requirements can be found in the Security Section of this document.

User Defined Fields - Opens the User Defined Fields Table which lists all User Defined Fields Table configured within InfiniTime. User Defined Fields allow the InfiniTime Software Administrator to track additional employee information which is not included in the InfiniTime Software by default such as industry specific details such as drivers license numbers and or certifications required by law. Additional Details regarding use and Configuration of User Defined Fields can be found in the Employee Profiles and Related Settings Section of this document.

Reader Configuration - Opens the Reader Configuration Table which lists all hardware devices that are connected to the InfiniTime software. Before InfiniTime can poll employee timecard activity from a hardware device, the hardware device must be configured. Detailed configuration and installation instructions are available for each hardware device, by model name, in the Hardware Documentation section of this document. General Information on use of the Reader Configuration Table can be found in the InfiniTime Administration - Reader Configuration section of this document.

Scheduling Setup:

The Scheduling Setup Menu provides access to specific Scheduling Related settings and configuration.

Availability - Opens the Schedule Availability Table which displays a list of all Schedule Availability Types configured within InfiniTime. Schedule Availability Types are templates which reflect the normal hours an employee is considered available for work related duties and are intended for use by organizations with dynamic scheduling environments such as restaurants where staffing requirements are based on customer demand. Additional information regarding use and configuration of employee schedules and availability types can be found in the Schedule Configuration section of this document.

Shifts

  • Opens the Shifts Table which displays a list of all Shifts configured in the software. Shifts are one of the several scheduling options available within InfiniTime and are one of the most flexible scheduling methods. Additional information regarding configuring employee schedules can be found in the Schedule Configuration section of this document.

Skeletons

  • Opens the Schedule Skeletons Table which displays a list of all Schedule Skeletons configured within InfiniTime. Schedule Skeletons are schedule snapshots for specific operating scenarios with different staffing requirements for a given organization. For example, Friday nights at a restaurant typically require a full staff where as morning shifts might require only minimal staff. Skeletons make it possible to search for specific employees according to their individual abilities as defined by Trained Tasks in addition to their previously identified Availability Schedule, or when they have indicated they are available to report to work. Additional information regarding use and configuration of employee schedules and Skeletons can be found in the Schedule Configuration section of this document.

Trained Tasks - Opens the Trained Tasks Table which displays a list of all Trained Tasks configured within InfiniTime. Trained Tasks allow the InfiniTime Administrator to define specific job roles and functions which require certain skill sets (IE: Cashier, Fry Cook, Hostess, etc.). One or more trained tasks can then be assigned to individual employees to indicate skill sets for which an employee has been trained. Trained Tasks are used in conjunction with Skeletons and Find Available for employee scheduling purposes. Additional information regarding use and configuration of employee schedules and Trained Tasks can be found in the Schedule Configuration section of this document.