PayClock Express Time and Attendance System Model PC50 User's ...

4Connect the USB Cable to the PC50(pg. 17)5Connect the USB Cable to yourcomputer (pg.18)6Using the instructions on page 19,mount your PC50 to the wall whereyou would like employees to punchin and out

P A Y C L O C K E X P R E S S U S E R ’ S G U I D E - 1WelcomeProduct OverviewCongratulations on the purchase of your new Lathem PayClockExpress Time and Attendance System. This system will allow you torecord and manage employee attendance records with ease andsimplicity.Included in packaging is the PayClock Express software, which youwill use to manage data. This software will allow you to view, edit,sort, and print attendance records within one window. Should youdesire software upgrades or system accessories in the future,information is available at www.lathem.com.The PC50 utilizes a proximity badge system, meaning that employeeswill punch in and out by waving a badge in front of the clock’ssensor. The PC50 is “real-time”, so there is no polling this device.When an employee punches In or Out, the punch is immediatelyadded to the database.IMPORTANTThe PC50 must be connected to the computer and the computermust be powered on for the unit to be operational. The PC50 willstop functioning when it is unplugged from the computer.The PC50 also offers a backlit LCD screen to display importantattendance information. Upon receiving a punch, the screen willdisplay the employee’s name, In/Out status, and total hours workedfor the pay period. You may also elect to add custom text and audiomessages to play for individual (or all) punches.PayClock Express uses an “open schedule” to calculate employeetime and attendance. This means that an employee’s schedule beginswith his/her punch and ends a set number of hours later. The

4 - P A Y C L O C K E X P R E S S U S E R ’ S G U I D E• Cables and ConnectorsGetting HelpYou can access technical support and answers to your issues in anumber of different ways. In addition to resources within thePayClock Express software, assistance may be accessed online, viaemail, via telephone, or through your Lathem dealer. Don’t forgetthat Lathem also offers annual support contracts.PayClock Interactive Help System ViewerThe Interactive Help System Viewer allows you to search through anindex of help topics to locate the answer you need.To launch the Interactive Help System Viewer, select Help fromthe Ribbon Bar or select the button next to an unfamiliar term.

P A Y C L O C K E X P R E S S U S E R ’ S G U I D E - 5TroubleshootingFor answers to Frequently Asked Questions, refer to theTroubleshooting section of this User Guide on page 70.Online and Email SupportLathem.com provides access to numerous support resources that willallow you maximize your use of PayClock Express. Help may beaccessed by visiting the following link:http://support.lathem.comOn the Support page, you may also submit a question through ouronline knowledgebase and one of our technicians will respond toyour inquiry within 24 hours. Email support is free to all registeredusers of Lathem products.Telephone SupportLathem offers technical support between the hours of 8am and 7pmMonday through Friday. Please call (800) 241-4990 to speak withour support team. You will receive free technical support for thefirst 30 days after your initial call. After that period, you maypurchase an Annual Support Agreement, which will cover all calls forone year, or you may pay a per-call fee.Annual Support AgreementsLathem support contracts are designed to keep your PC50 andPayClock software working seamlessly. For a single annual fee, yourSupport Agreement offers the following advantages:

6 - P A Y C L O C K E X P R E S S U S E R ’ S G U I D E• Unlimited toll-free telephone support (versus a per-call fee)and priority status for calls• Unlimited access to Lathem’s extensive library of web-basedtips and FAQs• Free software updates and version upgrades during theSupport Period, giving you free access to the most currentsoftware features• Quick exchanges for damaged or broken clocks, therebyreducing downtime• Extended parts and labor warranty helps you to save moneyon repairs needed after the regular product warranty hasexpiredTo learn more about Lathem support contracts and to make apurchase, contact us at (800) 241-4990 or visithttp://www.lathem.com/news/supportplan.shtml

P A Y C L O C K E X P R E S S U S E R ’ S G U I D E - 7Package ContentsPlease verify that your package includes ALL of the following items.If your package is missing an item, please call Lathem technicalsupport at (404) 691-1065.• PC50 Terminal• Fifteen (15) Radio Frequency ID (RFID) badges• PayClock Express Software CD• 15’ USB Cable• PC50 User’s Guide• Three (3) wall mount screws and anchors• Securing clip, screw and anchor

8 - P A Y C L O C K E X P R E S S U S E R ’ S G U I D ESystem RequirementsYou must verify that your system meets ALL of the minimumrequirements listed below in order to run PayClock Express on yourcomputer. If your system does not meet these minimumrequirements, do not run the software!Minimum Requirements:• A PC with a 300mhz Pentium processor or better• 128 Megabytes of RAM• Hard disk with at least 200 Megabytes of free space• 256 Color 800 x 600 or higher resolution display• Mouse or other pointing device• An available USB port (USB 1.1 compliant. The port mustbe able to supply a minimum of 500mA)• Internet Explorer 5.0 or higher• Microsoft Windows XP (Pro or Home) or VistaRecommended Requirements:• A PC with a 900mhz Pentium processor or better• 256 Megabytes of RAM• Hard disk with 500 Megabytes of free space• An available USB port (USB 2.0 compliant)• A dedicated server is recommended for multi-user systems• Hi-Speed Internet Connection

P A Y C L O C K E X P R E S S U S E R ’ S G U I D E - 9Install the PayClock ExpressSoftware and PC50 DriversCAUTIONBefore proceeding with your PayClock Express installation, verifythat your PC meets ALL of the System Requirements listed on page8!1. Prepare your computer• Select the computer you will use to manage the PC50 system• Close all programs, including virus protection software2. Insert the PayClock Express CD• Insert the PayClock Express CD into your computer’s CDROM drive• The Setup program should run automatically. If it does not,follow the steps below: Click Start | Run from the Windows taskbar At the command line, type d:launch.exe where d: is theletter of the drive for your CD-ROM Click OKNOTEPayClock Express software MUST be installed for hardware tofunction.

1 0 - P A Y C L O C K E X P R E S S U S E R ’ S G U I D E3. Select Install Type• Select Install Full PayClock Express• Click OK• Note: You will only select Only Install PC50 Drivers whenyou are moving the hardware to a different computer. Seepage 15 for further instructions on this step4. Begin Setup

P A Y C L O C K E X P R E S S U S E R ’ S G U I D E - 1 1• After you have read the screen, click Next to move forward.5. Read the License Agreement• Select I Accept to accept the terms to move forward.

1 2 - P A Y C L O C K E X P R E S S U S E R ’ S G U I D E6. Select a Destination Folder• The default location for PayClock Express to be stored is theC:PAYCLOCK folder• To change where PayClock Express will be stored on yourcomputer click Browse to locate your preferred folder.• Once you have specified a destination folder, click Next tomove forward.

P A Y C L O C K E X P R E S S U S E R ’ S G U I D E - 1 37. Start Install• To start the installation process, click Next.• The installation will begin and the following windows willappear:

1 4 - P A Y C L O C K E X P R E S S U S E R ’ S G U I D E• The PayClock Server Connection Manager Icon willappear, indicating that PayClock has been successfullyinstalled. This icon will display when you log in to Windows,but the PayClock Server will run without being logged in toWindows.8. Finish Install• Select Finish to complete the installation and to close theinstall window.

P A Y C L O C K E X P R E S S U S E R ’ S G U I D E - 1 59. OPTIONAL: Move PC50 terminal to a separate computer fromthe one which contains the PayClock Express software. Thesecond computer MUST be on the same Local AreaNetwork (LAN) as the full PayClock Express Softwareinstallation.• After installing PayClock Express on your computer, installthe PC50 drivers on the computer you will use to connect thePC50 terminal.• Once you reach the Install Type window, select Only InstallPC50 Drivers. Click OK.• Continue, following the same installation instructionsoutlined above. You will then be ready to connect the PC50to the second computer.

1 6 - P A Y C L O C K E X P R E S S U S E R ’ S G U I D EConnect the USB cable to the PC50To begin setting up the terminal, first connect the 15ft USB cable tothe rear side of the PC50 as shown below.NOTEBe aware of the orientation of the USB cable to the port. Be sure toinsert the USB cable with the “THIS SIDE UP” label facing up intothe USB port (see diagram).

P A Y C L O C K E X P R E S S U S E R ’ S G U I D E - 1 7Connect the USB Cable to theComputerAfter connecting the USB cable to the PC50, connect the other endof the cable to an available USB port on your computer, as shownbelow. Remember, this may be a different computer than the one onwhich you installed the PayClock Express software (see page 15)NOTEYou can increase the distance between the PC50 terminal and yourcomputer’s USB port by purchasing USB cable extenders directlyfrom Lathem at http://shop.lathem.com or through an authorizedresellerYou may add up to four 16ft USB Extension Cables (P/N:USBCABLE16)-or-You may add one 150ft Super Extender Cable (P/N:USBEXTENDER)Once you have connected the PC50 terminal to your computer, theterminal’s display should light up, displaying the current time anddate.

1 8 - P A Y C L O C K E X P R E S S U S E R ’ S G U I D ENOTEIf this terminal does not light up, the unit is not on. Please refer tothe Troubleshooting Section in this guide.

P A Y C L O C K E X P R E S S U S E R ’ S G U I D E - 1 9Mount the PC50Select a site to install your PC50 terminal that will be convenient toemployees clocking in and out. The included USB cable is 15 feetlong. It may be extended using Lathem’s USB Extension Cables.When planning the necessary cable length between the PC50 andhost computer, remember to consider the vertical drops between thePC50 and the computer.The PC50 terminal derives its power from the USB Port of its hostcomputer. No other power source is required for basic operation.Future add-on enhancements to the PC50 family may require theaddition of an AC Power Adapter. To prepare your installation forthe future inclusion of these new features, it is suggested that thePC50 be mounted in close proximity to an AC outlet.After selecting the appropriate installation site, use masking tape tohold the included Mounting Template onto the wall, at a suggestedheight from the floor to the bottom drill-hole of 4ft, 6in. Forsheetrock walls, drill a 3/16” diameter hole through each of the fourlocations indicated on the template; each approx 1-1/2” deep.Remove the Template from the wall and install the plastic “anchors”included in the installation kit. The smaller anchor goes into the

2 0 - P A Y C L O C K E X P R E S S U S E R ’ S G U I D Ebottom hole. The three larger anchors go into the holes above.Screw-in three larger screws into their corresponding anchors,allowing the screw heads to have a gap of approximately 3/16“ to thewall. Do not tighten all the way.Insert the small “L”-shaped security bracket into the slot at thebottom-rear of the PC50, so that the tab with the hole pointsdownward, away from the keyhole slot that can be seen immediatelyabove.Hang the Terminal on the wall, aligning the three keyholes on therear of the enclosure with the three protruding screw heads, and thenpressing downward on the Terminal housing until it lowers onto thescrews.Screw the small Screw into the hole of the tab from the small “L”-shaped bracket at the bottom of the enclosure. This will fasten thePC50 to the wall, and keep it from being easily removed.

P A Y C L O C K E X P R E S S U S E R ’ S G U I D E - 2 1Open PayClock ExpressOpen the PayClock Express software by clicking on the PayClockIcon located on your desktop.Log InTo begin using PayClock Express, you must first Log In to thesystem at the Log In Window. PayClock has one default user: theAdministrator. The Administrator has full access to system,information, and functions.NOTEYou may add additional concurrent users by upgrading to PayClockEZ or PayClock Pro. Refer to page 3 of this User’s Guide forinformation on purchasing software upgrades.1. From the Log In window, choose Administrator from the UserList2. Enter the default password: “lathem”3. Click OK and the software will begin. A welcome tone will letyou know that PayClock is ready for use.

2 2 - P A Y C L O C K E X P R E S S U S E R ’ S G U I D ECreate and Change Your PasswordYou should create your own unique password to protect sensitivepayroll data.1. At the Log In screen, click the Change button.2. Type in your Old Password (remember, the default is “lathem”)3. Type in your New Password (the one you would like to create)4. Confirm your new password by typing it in5. Click OK to finalize the changeNOTEPasswords are NOT case sensitive and may be up to 11 charactersRegister Your PC50You may register your PC50 anytime within 30 days of installing thesoftware. If after 30 days you haven’t registered your system, you willbe required to do so before continuing to use the software.There are three ways to register your software:• Complete the Registration Wizard that appears upon log-in.Select Register Now to fill in the requested information andsubmit. If you do not have an internet connection, select

P A Y C L O C K E X P R E S S U S E R ’ S G U I D E - 2 3Print at the end of the wizard to print and fax yourinformation to Lathem 1-800-252-2208• Call Lathem at 1-800-241-4990 and select option number 1from the telephone menu to speak with a sales rep.• Visit www.lathem.com/register and follow the stepsoutlined

2 4 - P A Y C L O C K E X P R E S S U S E R ’ S G U I D EConfigure PayClock ExpressCreate Company Profile and Setup Pay PeriodThe General Tab will allow you to define your company name yourcompany’s pay period. You will enter when your pay period begins,what type of pay period your company uses, and select roundingrules.To begin configuring your payroll preferences:1. Click on the Setup Icon within the Ribbon Bar2. Select the General Tab3. Enter your Company Name (this is the name that will bedisplayed on report headers)4. Select your company’s Pay Period Type among the options (forsemi-monthly, you will be asked to enter the two dates, First andSecond, on which you pay employees each month)

P A Y C L O C K E X P R E S S U S E R ’ S G U I D E - 2 55. Using the pull-down calendar, select the date on which your payperiod begins (or began)6. To set the Maximum Hours Out to Start New Shift, enter thenumber of hours an employee must be punched out beforePayClock will assume a new shift has started7. To set the Maximum Work Day Length, enter the maximumnumber of hours an employee can work in one day. It isrecommended you leave this setting at the default of 14 hours.8. If you would like lunch breaks to be automatically deducted frompunched time, check the Auto Deduct box. Then, enter

2 6 - P A Y C L O C K E X P R E S S U S E R ’ S G U I D EWorked Hours to Qualify (the number of hours worked beforelunch may be taken). You may then enter the Length of timeautomatically deducted for this break in hours.NOTEAutomatic break deductions are optional. Instead, you may prefer tohave employees punch in and out during breaks.9. Click OK to save settingsCreate Overtime RulesIn The Overtime Tab, you can set up how to software calculatesovertime hours. You may define up to two overtime levels.1. If employees receive overtime pay on a daily basis, check the firstbox.• For Overtime Level (1), select the rate at which employeesare paid for overtime work and the number of hours worked(Limit) needed to earn this overtime• For Overtime Level (2), select the additional rate at whichemployees are paid for additional overtime work on a daily

P A Y C L O C K E X P R E S S U S E R ’ S G U I D E - 2 7basis and the number of hours worked (Limit) needed toearn this overtime• If an option is not applicable, choose “Not Selected”.2. If employees receive overtime pay on a weekly basis, check thesecond box.• For Overtime Level (1), select the rate at which employeesare paid for overtime• work and the number of hours worked (Limit) needed toearn this overtime• For Overtime Level (2), select the additional rate at whichemployees are paid for additional overtime work on a dailybasis and the number of hours worked (Limit) needed toearn this overtime• If an option is not applicable, choose “Not Selected”.3. Select Daily OT Overrides Level 1 Weekly OT if youremployees will continue to receive Daily overtime after Weeklyovertime has been reached (this is not available if multiple levelsof weekly overtime are set up).4. Choose your Weekly OT Start Day, select the day on which youwould like the overtime counter to reset back to zero (0).Typically, this is the same as the starting day of your pay periodCreate Rounding RulesRounding rules allow you to define how your punch minutes will berounded. Specifically, rounding refers to the increments in which thepunches will be recorded. The point at which the software willdecide to adjust a punch time forward or backward is known as theBreak Point.

2 8 - P A Y C L O C K E X P R E S S U S E R ’ S G U I D EPayClock Express allows you to select one of three rounding options:No RoundingPunches will be recorded to-the-minute.• If an employee punches in at 7:08am, the software will recordthe time of entry as 7:08am• If an employee punches out at 5:23pm, the software willrecord the time of departure as 5:23pm¼ hour rounding15 minute rounds with a 7 minute break point• Time is recorded in increment of 15 minutes: :00, :15, :30, or:45• If an employee punches in at 7:08am, the software will recordthe time of entry as 7:15 because :08 is after the seven minutebreak point at 7:00

P A Y C L O C K E X P R E S S U S E R ’ S G U I D E - 2 9• If an employee punches out at 5:20pm, the software willrecord the time of departure as 5:15 because :20 is before theseven minute break point at 5:151/10 hour rounding6 minute rounds with a three minute break point• Time is recorded in increments of 6 minutes: 00, :06, :12, :18,:24, :30, :36, :42, :48, :54• If an employee punches in at 7:08am, the software will recordthe time of entry as 7:06 because :08 is before the threeminute break point after 7:06• If an employee punches out at 5:23pm, the software willrecord the time of departure as 5:24 because :23 is after thethree minute break point after 5:18To finalize your Rounding Rules, select the rule setting you preferand click OK.Format Time And DateThe format tab allows you to decide how PayClock Express willdisplay dates and times within the software.

3 0 - P A Y C L O C K E X P R E S S U S E R ’ S G U I D ESoftware Time Settings: determines how time will be displayed:• 12-Hour: displays time in increments of twelve hours (12:00,1:00, 2:00, etc)• 24-Hour: displays time in increments of 24 hours (12:00,13:00, 14:00, etc)Software Date Settings: determines how dates will be displayed.For the date of December 1, 2006, the following display optionsexist:• MM/DD/YY: displays date as 12/01/06• DD/MM/YY: displays date as 01/12/06• YY/MM/DD: displays date as 06/12/01Show Express Time Card in Black and White: check this box ifyou would like the Express Timecard displayed in black and white,rather than in yellow and green

P A Y C L O C K E X P R E S S U S E R ’ S G U I D E - 3 1Add Employees and Assign BadgesThe Employee Icon is used to add, delete, and filter employees.

3 2 - P A Y C L O C K E X P R E S S U S E R ’ S G U I D EAdd New Employees1. Within the Employee Icon, click Add New.2. Assign each employee a badge to use for punching in and out.Each badge contains a unique ten digit badge number on theback (see example below). The number of the badge assignedto an employee must match the number entered in theBadge Number field in that employee’s profile.3. Insert the employee’s personal information in the appropriateblanks.4. You may include Base Pay rate in the employee’s profile in orderto allow PayClock to calculate gross pay on the timecard.

P A Y C L O C K E X P R E S S U S E R ’ S G U I D E - 3 35. Use the scroll down menu to select a Date of hire for each newemployee.6. To declare Inactive or to Terminate an employee from thesoftware, check ( ) the box next to the desired selection. Thiswill allow you to enter in the date or Inactivation or Termination.7. You may then use the scroll down menu to select a date ofDeactivation or of Termination.6. To Add Sounds or Add Custom Messages for employees tohear upon punching in or out, you must first check ( ) next tothe box that reads “On any Punch Play:”• For Sounds, scroll through the drop down menu to thedesired greeting.• To preview a greeting, press thedown menu.button next to the drop• To create your custom text message, simply type in themessage you would like displayed for that employee uponpunching in or out. Finally, select a number from the dropdownmenu “How many times should this message play?”

3 4 - P A Y C L O C K E X P R E S S U S E R ’ S G U I D EUsing the Clock And BadgesNote: If you scan a badge that has not been assigned to aspecific employee in PayClock Express, the terminal willdisplay an error message.

P A Y C L O C K E X P R E S S U S E R ’ S G U I D E - 3 5Navigating PayClock ExpressNow that your software is installed and your PC50 is connected toyour PC, you may begin configuring your preferences withinPayClock Express. All of the PayClock Express functions arecontained within The Home Screen. Within the Home Screen,there are four sections: the Ribbon Bar, the Express Timecard,the Employee List, and the Information Area.The Home ScreenUse the scroll buttons (circled) to move through pay periods.Highlighting an employee will display his/her time card in theexpress timecardPayClockSystem ButtonRibbon BarEmployee ListExpress TimecardInformation Area

3 6 - P A Y C L O C K E X P R E S S U S E R ’ S G U I D E• Ribbon Bar: use to navigated software and locate functions• Express Timecard: use to edit and view individual punchdata• Employee List: use to view pay period summaries for allemployees• Information Area: use to find help and purchase softwareupgrades and accessoriesChanging the DisplayPayClock Express allows you to re-size windows within the HomeScreen so that you may adjust the screen display as needed.Sample Home Screen Displays:You may adjust screen displays by using your mouse to click on andmove windows

P A Y C L O C K E X P R E S S U S E R ’ S G U I D E - 3 7The PayClock System ButtonThe PayClock System Button, located at the top left-hand cornerof the Home Screen allows quick access to a number of importanttools. The Administrator should use the PayClock Systems Button toaccess the following critical functions:• Backup Data• Archive Data• Reopen the Last Pay Period• Recalculate• Refresh• Feature Wizard• ExitTo access these functions, click on the PayClock System Button andhighlight the desired function from the drop-down menu

3 8 - P A Y C L O C K E X P R E S S U S E R ’ S G U I D EThe Ribbon BarInstead of a menu and toolbar, the Ribbon Bar allows you tomanage and edit your settings, as well as create reports, within onecomprehensive area.The Setup Icon• create and edit your pay period• set overtime rules• set rounding rules• set formatting options• create an export link to your payroll program• set maximum work day hours• set maximum hours to start new shift

P A Y C L O C K E X P R E S S U S E R ’ S G U I D E - 3 9The Employees Icon• Add and terminate employees• Edit employees’ personal information• Edit base pay• Create and assign custom messages or soundsThe Audio Icon• manage audio settings for the PC50• setup global messages to be played to all employees.The Reports Icon• generate, preview, and print a Period Totals Report or anindividual Employee Timecard Report• view All Timecards in alphabetical order

4 0 - P A Y C L O C K E X P R E S S U S E R ’ S G U I D EThe Export Icon• export pay period data into the payroll program previouslyestablishedThe Close Icon• Close the selected pay period to future editing. (after youclose a pay period, you may not go back to edit the datawithin that period)The Backup Icon• Back up pay period data to a specified file on their PCThe Help Icon

P A Y C L O C K E X P R E S S U S E R ’ S G U I D E - 4 1• Directs you to the PayClock Express Interactive HelpViewer, which acts a reference for any questions or issues thatmay arise as you use PayClock ExpressThe Finger Sensor Icon• Directs you to the Finger Template Management Wizard,which allows you to register employee fingerprints intoPayClock Express using the optional fingerprint attachment(see page 3 for information on purchasing this and otheraccessories). This icon is only available for use when aLathem Fingerprint Reader is installed and attached to theterminal.The Employee ListThe Employee List displays the list of active employees, the payperiod data for each employee, and is used to select employees inorder to edit or update data or to run individual reports.Express TimecardThe Express Timecard gives you a quick view of individual punchinformation and allows you to add, edit, or delete data as is necessary.Use the Express Timecard Toolbar to add punches and non-work

4 2 - P A Y C L O C K E X P R E S S U S E R ’ S G U I D Etime, as well as delete punches, and find missing punches. TheTimecard displays Base Hourly Pay and Gross Pay, as well as totalregular, overtime, and non-worked hours worked for the selected payperiod.1. Select the desired employee from the Employee List2. The employee’s Timecard will appear in the Express Timecardarea next to the Employee List.

P A Y C L O C K E X P R E S S U S E R ’ S G U I D E - 4 3Add Punch Icon• This button lets you add a new punch, as well as the date andtime for the new punchAdd Time Off Icon• This button lets you add time off for an employee and selectthe date, time, and pay code category for the absenceDelete Icon

4 4 - P A Y C L O C K E X P R E S S U S E R ’ S G U I D E• This button allows you to delete punches already on the TimeCardThe Refresh Icon• This icon will refresh the data in the timecards to reflect themost recent activityThe Find Missing Icon• This button will locate any missing punches within anEmployee Timecard. PayClock looks for an even number ofpunches. When an odd number of punches is found,PayClock assumes that a punch is missing (an employeepunched In, but not Out, or vice versa).The Time Card TableThe timecard table functions much like the cells in a spreadsheet. Byclicking on a desired cell, you may edit it as needed.

P A Y C L O C K E X P R E S S U S E R ’ S G U I D E - 4 5DateDisplaysthe date ofpunchesrecorded inthe tableIn / OutDisplaysthe time ofentranceand exit ona given dayIn / OutDisplaysadditionaltimes ofentranceand exit ona given dayHoursDisplaystotal hoursworked fora given dayThe Information AreaThe Information Area contains information on PayClock software,including links to software help and support, user tips, upgrades, andaccessories. Clicking on a link will open a new window.• Help and Support Options: links to FAQs and supportinformation online• Add Multiple Users: links to add upgrades and increasecapacity• Verify Identity with Fingerprints: links to orderinformation for fingerprint attachment, as well as additionalaccessories

4 6 - P A Y C L O C K E X P R E S S U S E R ’ S G U I D EView and Edit Employee Information1. Select the desired employee from the Employee List and clickthe Employees Icon from the Ribbon Bar-or-Select an employee from the Employee List by double-clickingon the employee’s name.2. The Employee Window will open and you may edit any of theinformation in the window.3. Click OK to save any changesFilter EmployeesPayClock Express allows you to filter employees either by hidinginactive or hiding terminated employees.1. To filter employees, click the Filter option from the EmployeeIcon within the Ribbon Bar

P A Y C L O C K E X P R E S S U S E R ’ S G U I D E - 4 72. Use the arrow to select either Hiding Terminated Employeesor Hiding Inactive EmployeesEmployee List Pop-Up MenuThe Employee List Pop-Up Menu allows you to access bothindividual and group information quickly, by right-clicking within theEmployee List. A menu will open with a number of options.1. Select an employee within the Employee List2. Right click on the row containing the employee’s information3. Select among the menu options to perform the desired task. Aseparate window will open.• Edit this employee: select this menu item to edit anemployee’s name, badge number, base wage, messages, etc• Add a new employee: select this menu item to add a newemployee to the system

4 8 - P A Y C L O C K E X P R E S S U S E R ’ S G U I D E• Delete the employee: select this menu item to delete theselected employee from the system (important: this cannot beundone!)• Go to this employee’s Timecard: select this menu item tomove to the first cell of the employee’s timecard in theExpress Timecard area• Show the Employee Details Report: this menu item willdisplay a Details report for the selected employee• Show this Employee’s Timecard Report: this menu itemwill display a Timecard Report for the selected employee• Show Period Totals Report: this menu item will display aPeriod Totals reportEdit TimecardsYou may edit an employee’s Timecard data in the ExpressTimecard area of the Home Screen.Add PunchesTo add a punch to an employee’s timecard:

P A Y C L O C K E X P R E S S U S E R ’ S G U I D E - 4 91. Select an employee from the Employee List2. Click the Add Punch Icon3. The Registration Edit screen will pop-up. Enter the Time andDate you wish to enter for this punch You will see your newpunch displayed on the Employee Time Card4. Click OK to exit the screenAdd Time OffTo add time off to an employee’s timecard:1. Select an employee from the Employee List2. Click the Add Time Off Icon3. The Registration Edit screen will pop-up. Enter the Time andDuration (number of hours) you wish to enter for the Time Off4. Select the Date on which you would like the Time Off appliedand the Pay Code (label you would like to give the absence).You will see your new entry displayed on the Employee TimeCard.

5 0 - P A Y C L O C K E X P R E S S U S E R ’ S G U I D E5. Click OK to exit the screenDelete PunchesTo delete a punch from an employee’s timecard:1. Select an employee from the Employee List to view his/hertimecard2. Select the cell that contains the punch you would like to delete3. Click the Delete Punch Icon

P A Y C L O C K E X P R E S S U S E R ’ S G U I D E - 5 14. A pop-up screen will ask “Are you sure you want to continuewith this deletion?” If you would like to continue, click Yes. Ifnot, click No5. Click OK to exit the screen. You will no longer see the deletedpunch displayed on the Employee Time Card.Refresh DataTo refresh your data, simply click the Refresh Data Icon. Anyupdates will automatically uploaded into the data.Find Missing Punches1. Select an individual Employee Timecard from the EmployeeList

5 2 - P A Y C L O C K E X P R E S S U S E R ’ S G U I D E2. In the Express Timecard screen, select the Find Missing Icon.3. If there are missing punches, correct them one-at-a-time. Ifthere are no missing punches, PayClock will display themessage: “No Exceptions Found”.Show Unused PunchesIn the Express Timecard, you may view any punches that have beenrecorded by the PC50 terminal, but erased by the administrator. Inaddition, this box will show any punches which fell outside of theallotted work day. To change maximum work day settings, select theGeneral Tab from the Setup Icon and adjust the hours entered inMaximum Work Day Length.Check the Show Unused Punches box. If there are no unusedpunches, this checkbox will display: “There are NO unusedpunches for this employee”. All unused punches will be displayedin list format, along with a description of the punch.

P A Y C L O C K E X P R E S S U S E R ’ S G U I D E - 5 3Close A Pay PeriodThe Close Icon allows you to close out the current pay period. Youcannot edit data from a closed pay period, although you may still runreports and exports. Make sure that you are finished making changesto the data for a pay period before closing it.1. Click the Close Icon in the Ribbon Bar. The Close PayPeriod window will appear.2. Under PayClass, you will see the date that the pay period waslast closed.3. Click Apply. The Confirm Close dialog box will appear. Makesure that the dates listed in this window are the dates that youwould like to close out.4. Confirm the close by typing ‘Yes’ in the box and clicking OK

5 4 - P A Y C L O C K E X P R E S S U S E R ’ S G U I D EReopen a Pay PeriodReopening a previously-closed pay period will allow you to view andedit employee timecards, just like before the pay period was closed.Reopening the last pay period will display the punch records fromthat period and reset the pay period settings for that period, but willnot restore the rules for that pay period.1. Select Reopen Last Pay Period from the drop-down menuwithin the System Button. The Reopen Last Pay Periodwindow will appear2. Under Pay Class, choose Standard3. Type Yes in the box to confirm that you want to reopen the lastpay period

P A Y C L O C K E X P R E S S U S E R ’ S G U I D E - 5 54. Click Apply to complete the reopenRecalculate DataSelecting Recalculate from the System Button option will instantlyupdate the data calculations for all employees in the software.Refresh DataSelecting Refresh from the System Button option will instantlyupdate and reload the screen.Backup DataIt is important to backup your data to protect your records in theevent of a disaster. The Backup function makes a complete copy ofall of your files in the Database folder and then compresses them intoone file.1. Select Backup Data from the drop-down menu under theSystem Button.

5 6 - P A Y C L O C K E X P R E S S U S E R ’ S G U I D E2. The Database Backup Manager window will open3. PayClock automatically locates your data and displays the fileunder Database to Backup. Under File Name, select the nameyou want to give your backup file (the default is simply“Database). Backups have the file extension TDK. If you giveyour backup file the same name each time you backup, the filewill be updated with the latest information. Your file will not bewritten over.4. In the Note space, you may add a description of your file (this isoptional).5. Locate the destination for your backup file under Write theBackup to this location section. If you would like to make thisdestination file as your default, select Save as my DefaultBackup Location.6. To simply backup current and next pay period data (and notclosed pay period data), select Exclude History Data.7. To create the backup file, click Create. Then close the file byclicking Close.Archive DataArchiving your data will allow you to free up space on your harddrive. You may only archive closed pay periods.To Archive Data, select the option from the drop-down menu underthe System Button. The following window will appear.

P A Y C L O C K E X P R E S S U S E R ’ S G U I D E - 5 71. PayClock automatically locates your data and displays the file inthe Database to Archive field.2. Select the pay periods you would like to archive from theHistorical Pay Period field. Check Select All to select all of thelisted pay periods.3. Select a name for your file and type it in the File Name field. Allarchived files have a TDA extension.4. You may write a description of the file in the Note field.5. Locate the destination for your archive file under Write theArchive to this location section. If you would like to make thisdestination file as your default, select Save as my DefaultBackup Location.6. To create the archive file, click Create. Then close the file byclicking Close.Adjust Audio Settings1. First, set the volume level you prefer for the PC50.2. If you’d like to set the clock up to play a specific greeting for Inand Out punches, select Play a sound for In/Out punches

5 8 - P A Y C L O C K E X P R E S S U S E R ’ S G U I D E3. To select a message to be played for all In punches, check thebox next to On all In Punches play. Next, use the scroll downmenu to select the sound or message you prefer. You maypreview messages and sounds by clicking the preview button tothe right of the selection field. Repeat these steps to select amessage for all Out punches by checking the box next to On allOut Punches play.4. Select Play a sound for a range of punches to choose whataudio sound and/or message plays on the PC50 terminal for allpunches during a specific period of time.NOTE:You have the option of setting up messages for In punches, Outpunches, or both.

P A Y C L O C K E X P R E S S U S E R ’ S G U I D E - 5 9Use the Feature WizardThe Feature Wizard will allow you to unlock software upgradesthat you have purchased online.• To access the Feature Wizard, use the arrow under thePayClock System Button to scroll down to FeatureWizard• The Feature Wizard will launch and guide you through theunlock processExit PayClock ExpressThere are three ways to exit the software:• In the upper right hand corner of the Home Screen, select• To exit and log out from PayClock Express, select Exit fromthe scroll down menu under the System Button.• You may also use the System Button to quickly close thesoftware, by double-clicking on the icon.

6 0 - P A Y C L O C K E X P R E S S U S E R ’ S G U I D ERun and Export ReportsReports are accessible in the Reports Icon within the Ribbon Bar.Scroll Buttons and a Pop-Up Calendar allow you to change payperiodsYou may change your formatting preferences by clicking theOptions button within a report and editing your data and displayformats

P A Y C L O C K E X P R E S S U S E R ’ S G U I D E - 6 1Employee Timecard ReportThe Employee Timecard Report provides individual employees’Name, ID number, total regular, overtime, and miscellaneous nonworkedhours for the pay period, as well as total meal deductions forthat individual.1. Using the scroll buttons or Pop-up Calendar, select the payperiod for which you would like to generate a report.2. Select the desired employee from the Employee List3. Select Employee Timecard from the Report Icon in theRibbon Bar4. The Employee Timecard Report will appear. You may nowprint and review the reportPeriod Totals ReportThe Period Totals Report provides a summary view of all Employees’total hours and total gross pay for the pay period

6 2 - P A Y C L O C K E X P R E S S U S E R ’ S G U I D E1. Using the scroll buttons or Pop-up Calendar, select the payperiod for which you would like to generate a report2. Select the desired employee from the Employee List3. Select Period Totals Report from the Reports Icon in theRibbon Bar4. The Period Totals Report will appear. You may now print andreview the reportAll Timecards ReportChoosing All Timecards from the Reports Icon will pull up allemployee timecards, arranged in alphabetical order. You may scrollto the next employee by using the Forward button or backwardusing the Back button

P A Y C L O C K E X P R E S S U S E R ’ S G U I D E - 6 3Use the Forward button to scroll to the next employee’s timecard1. Using the scroll buttons or Pop-up Calendar, select the payperiod for which you would like to generate a report2. Select All Timecards from the Reports Icon. Timecards willappear in alphabetical order.NOTE:For all reports, you may use the Print Icon in the report toolbar toprint the report. Click Close to exit the screenExport Payroll ReportsPayroll Export WizardThe Payroll Wizards Tab helps you setup your data for export intoa format your payroll service can read. PayClock Express can exportdata into QuickBooks, PayChex, and ADP payroll software. You canalso export data into ASC II format

6 4 - P A Y C L O C K E X P R E S S U S E R ’ S G U I D ETo run an export wizard:1. Select the Setup Icon from the Ribbon Bar2. Select the Payroll Wizards tab, then highlight the payrollprogram your company uses3. Click Setup to run the Payroll wizard

P A Y C L O C K E X P R E S S U S E R ’ S G U I D E - 6 54. The wizard will take you through the requisite steps for yourparticular payroll program. Fill in the requested information ineach step and click Finish5. Your export path will now be available in the list of PayrollInterfaces available by clicking on the Export Icon within theRibbon BarCreate a Payroll Export FileAfter you have set up the software to export your data to your payrollprogram, PayClock Express can export your time and attendancedata directly into your payroll system. The Export Icon creates aseparate file that your payroll program can read.1. Select the Export Icon from Ribbon Bar2. The Export Payroll Data window appears3. Under Payroll Interfaces, select the export option you wouldlike to create4. Click the Export button; You will see a window indicating thatyour file is being processed, followed by a window indicating thatyour file has been created.

6 6 - P A Y C L O C K E X P R E S S U S E R ’ S G U I D EInstall the Wall Mount FingersSensor AttachmentWith the TS-WFS (Wall Mount Finger Sensor) attached to your PC50terminal, employees can punch in and out by scanning their fingerinstead of using their badge. When an employee places their fingeron the sensor, the PC50 terminal will scan the fingerprint andcompare it to the stored fingerprints. When the fingerprint ismatched, a record of the punch will be added to the database and willshow In or OUT on the PC50 display, along with the employee nameand total hours for the pay period.Note: The Biometric Fingerprint Reader is available for purchase athttp://shop.lathem.com1. Connect the TS-RFS (the Biometric Fingerprint ReaderAttachment) to one of the two additional USB ports on yourPC50. In the Notification Area of your computer, next to theUSB icon, the following message will appear: “Found NewHardware”. The driver will be loaded automatically2. The sensor window on the TS-WFS attachment will illuminate,indicating that it is ready for use3. You are now ready to begin using the Biometric FingerprintReader attachment with your PC50 and PayClock Express

P A Y C L O C K E X P R E S S U S E R ’ S G U I D E - 6 7Enroll Fingerprints1. Select the Finger Sensor Icon from the Ribbon Bar2. Select the employee you would like to enroll from the drop downmenu3. At this point, you may change default security levels andassigning employees to work stations by selecting thecorresponding button

6 8 - P A Y C L O C K E X P R E S S U S E R ’ S G U I D E4. Select the finger(s) the employee will use for enrollment5. Adjust the security level to meet your company’s needs and clickNext6. Click Begin Registration. Follow the step-by-step instructionsdisplayed in the Instruction box to scan fingerprints. Eachfingerprint must be scanned three times to be successfullyregistered.

P A Y C L O C K E X P R E S S U S E R ’ S G U I D E - 6 97. When finished, click Next. You may choose to Enroll anotherfinger for this employee, Enroll another employee, or Closethe wizard. Select the desired option and click Close.NOTEThe higher the security level, the more sensitive the fingerprint readeris (refer to glossary under “Security” for more detailed informationon setting security levels)

7 0 - P A Y C L O C K E X P R E S S U S E R ’ S G U I D ETroubleshootingIf you cannot locate an answer to your question or issue within thetroubleshooting duie, please contact Lathem support by telephone at1-800-241-4990 (charges may apply if you do not have a supportagreement) or refer to the support section of our website athttp://support.lathem.comHardwareQ. When I present a badge, it does not record and the clockdoes not signal any errors.A. Make sure you swiped the badge correctly. Pass the badge withinrange of the terminal, within 3 to 4 inches of the front of theterminal. See the diagram on the right side of the clock terminal.Q. The badge reader works intermittently:A. Your computer’s USB port is low on power needed to run theterminal. You will need to purchase an external power supply toincrease the power available to run the unit. It is recommendedthat you use only a Lathem PC-50 Wall Wart Power Adapter(a “Regulated” 5vDC, 2.0 Amp Adapter that has been tested forthis purpose) rather than a generic power adapter. Use of otherAdapters may damage the Terminal and will void yourWarrantyTo purchase this product, visit http://shop.lathem.com(Reference Part# VIE2764 5vDC / 2.0Amp Regulated PowerAdapter)

P A Y C L O C K E X P R E S S U S E R ’ S G U I D E - 7 1

7 2 - P A Y C L O C K E X P R E S S U S E R ’ S G U I D EIndexAAccessories, 11Add a new employee, 42Add Custom Messages, 39Add New Employees, 38Add Punch Icon, 28Add Sounds, 39Add Time Off Icon, 28All Timecards Report, 50Archive Data, 56Audio Settings, 57BBackup Data, 55Backup Icon, 26Base Pay, 38CClose A Pay Period, 53Close Icon, 26Company Profile, 31Connections, 19DDate of hire, 39Date Settings, 36Delete an employee, 42Delete Icon, 28Delete Punches, 44Display, 23

P A Y C L O C K E X P R E S S U S E R ’ S G U I D E - 7 3EEdit employee information, 42Employee Details, 42Employee ID number, 39Employee List, 37Employee Timecard Report, 48Employees Icon, 24Enroll Fingerprints, 58Export Icon, 25Export Payroll, 51Express Timecard, 27FFeature Wizard, 61Filter Employees, 41Find Missing Punches, 45Finger Sensor Icon, 26, 59Fingerprint Reader, 20Forward button, 50HHardware Setup, 19Help, 12Help Icon, 26Home Screen, 22IInactive, 39Information Area, 30LLogging In, 16Logging Out, 18

7 4 - P A Y C L O C K E X P R E S S U S E R ’ S G U I D EMMessages, 39Mounting The PC50, 20OOptions button, 48Overtime, 33PPassword, 17Pay Period, 31Payroll Wizards Tab, 51Period Totals Report, 49RRecalculate Data, 54Refresh Data, 45, 54Registering, 17Reopen a Pay Period, 54Reports, 47Reports Icon, 25Ribbon Bar, 23, 24Rounding Rules, 34SSetup Icon, 24Sounds, 39System Button, 30System Requirements, 10TTerminate, 39The Find Missing Icon, 29

P A Y C L O C K E X P R E S S U S E R ’ S G U I D E - 7 5The Refresh Icon, 29Time Card Table, 29Time Settings, 36Troubleshooting, 62UUpgrades, 11VView a timecard, 42

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