This article details the functionality of the Internal Time Clock within Staffing Complete, as well
as the process for each step and the associated permissions needed. Though all Internal Staff have
access to the Time Clock (which allows punching in and out, viewing your current/past time cards,
and requesting time off) managing the requests and entries will require the below modules and
permissions.

• Internal Payroll Module
o Allows users to access multiple Time Clock related tabs
• Setup Module
o To link users in the setup module to personnel marked as Internal (Required when
utilizing the functionality to “Request time off”, as well as verifying/importing time
entries to an Internal Batch)

• Internal Batch Tab
o Allows users to Create/View/Modify Internal Payroll Batches. This would be needed for
regular Internal Batches, as well as Importing Time Clock punches.
• Time Entries Tab
o Allows users to access the Internal Payroll Module Time Clock Tab. This would be
needed for viewing and potentially modifying Time Punches, as well as marking entries
as “Verified” to allow importing into an Internal Batch
• Time Off Requests Tab
o Allows users to access the Internal Payroll Module Time Off Requests Tab. This would
be needed to view and Approve/Deny Time Off Requests.
• Manage Private Data
o Allows users to mark someone as Internal if needed
• Request Time Off
o Allows users to use the “Request Time Off” functionality in the File>Time Clock Window

Once logged into Staffing Complete, you can access the Time Clock functionality from the File Menu >
“Time Clock” which will give open the time clock box. This will show the user you’re logged in as, the
current date and time, and what option you have to Clock IN or OUT. In the below example I’m clocked out
since I only have the option to Clock in, and any text entered into the white box will be included as a
note to the supervisor and associated with that specific punch.

Open

From this “View Time Card” tab you can view the details of your past punches and make adjustments from the right click menu. To submit ALL time entries that have not yet been submitted, click the “Submit Time Card” button at the bottom. This will open a new window where you’re required to enter your username exactly as it’s displayed in red and click “Submit Time Card” on the new window to submit all entries.

 

 

Open

 

The right click options and their functions are as follows:

The “View Accruals” tab will display the accrual and use of Vacation, Sick, and PTO time. Users can reference this tab to see what various time off plans they’re assigned to, as well as pointing their mouse at the “Current Plan” area to view the accrual rate and usage limit details of that plan.

The “Request Time Off” tab will display the PTO, Sick, and Vacation time available to use for time off, and is where you can submit a request for time off. To begin, click the “Submit New Request” button at the bottom. This will open a window where you follow the three step process below.

1. Chose the requested dates off

2. Specify the type of time off and enter how many hours you’re using

3. (Optional) Leave a note

4. Click “Submit New Request” to confirm the details

Once the time has been submitted you’ll be taken back to the original screen which will now display your time off requests and the status of them to see if they’re pending, approved, or denied.

This tab will display the pending time off requests. These requests have been submitted by the users and will remain on this tab until a user approves or denies them. Approving the entry will move the hours and hours Type to the “Time Entries” tab where it can then be verified and processed as time from an internal batch. Denying it will remove the entry from this area and the user will see the denied request.

In the Internal Payroll module > “Time Entries” tab, the approved users can view the time entries that users have submitted. To view the submitted time entries, select the office, date range and click search. Alternatively, you can specify the user by typing their login into the “Login Name” box, as well as viewing only un-imported time by checking the “Un-Imported Time Only” box.

This tab is where the submitted time entries will be displayed, and the user managing the internal payroll is free to review and take various actions detailed below:

• Mark Verified - Approves the time entry which makes the entry eligible to be imported into an internal batch

• Mark Un-Verified - Removes the verification and the entry will no longer be imported into a batch

• Un-Submit Time Record - Should an entry have been submitted in error or require additional changes by the user, this option will remove it from the Internal Payroll module and make it available to the users time clock interface

• Add Salaried Time Entries - Adds personnel marked as internal and salaried with hours

Once the time entries are verified and imported, the details of the imported entry will change similar to processing payroll, with the entry marked bold and the batch number displayed.

The final step of the process is importing the entries into an internal batch. To begin, insert a new batch or access an existing open batch. Next, right click and select “Import Time Clock Records”

Selecting this option will open the below window where you’ll set your filters and view the entries that are able to be imported. If you’re not seeing an expected entry within the date range and filters you have set, verify that the entry is marked as “Verified” on the “Time Entries” tab. Once you see the expected entries, click “Import Time”. This will add the time entry to the internal batch as shown below, and the time imported.

In order for users to access the time clock “View Accruals” or “Request Time Off” tabs, the user must be linked to an existing personnel in the “Personnel” module. The personnel being linked to the user must first be marked as an “Internal Employee” personnel on the Private tab as shown below.

With the Personnel marked as internal, navigate to the Setup module and select the user that you want to link to the personnel. From here you’ll click the three dots to the right of the “Linked Personnel” field to view the available personnel to be linked. Double click the personnel and the user will then be linked to the personnel.