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Take a Tour of Buddy Punch!

Starting the tour, we'll give you a brief overview of how our solution can streamline your time tracking and payroll processes. After, you can choose to dive deeper into features and topics that matter most to you!

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This is the Administrator Dashboard. Administrators are responsible for managing the Buddy Punch account, including billing, settings, and employees.

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Right now, the account is empty, but we'll fix that by heading to the Employees page.

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From the Employees page, Administrators can add new hourly, salaried, or contract workers.

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There are a few required fields when creating a new account, including:

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• Email (you can use your own!)
• Username
• Password

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There are also several optional fields such as the Phone Number, Birth Date, Hire Date, and a field for Other Information.

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Along with employee-specific settings such as Time Zone, Overtime Type, or Break Rules.

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After adding the necessary details, Save & Add Another employee to enter them quickly or Save to view the current worker's profile.

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If the employee should be a Manager, they can be upgraded and given permission over other workers.

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Newly added employees and managers receive a Welcome Email with their username and password—the default login method.

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They can also be set up with a QR Code or 4-digit PIN for quick punch in/outs.

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Once in their account, employees and managers can click the green Punch In button to start tracking time.

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After workers have started punching in, Administrators can see these details directly from their Dashboard.

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They can also see who hasn't started tracking time yet, or who is currently off the clock under the Punched Out area.

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Along with any Punches, Time Off, or Time Cards that require review and approval.

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When it's time to process payroll, there are several ways to do it, including using our integrated payroll services.

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Buddy Punch Payroll offers a comprehensive solution that integrates time tracking with payroll management, ensuring accurate calculations and timely payments.

Features include tax filing, direct deposits, and compliance support, making payroll processing smoother and more efficient. Only available to US companies.

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We also offer integrations with several different payroll providers.

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This includes solutions like QuickBooks Online, QuickBooks Desktop, Gusto, and ADP Workforce Now.

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Along with other providers such as SurePayroll, Rippling, and Paychex Flex.

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We also have many different reports for processing payroll—the Payroll Export Report is commonly used.

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The Payroll Export Report provides all the necessary details you need to process payroll, such as the total work hours or time off used, in Excel format.

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When new employees are added by default they use a username and password to access their accounts.

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Once logged in, workers can select from a list of assigned job codes, allowing for accurate tracking of time spent on specific tasks or projects. Job codes are optional.

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To provide more information about their activities, workers can add notes. These notes can be viewed by management, ensuring transparency and detailed records.

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Clicking the green Punch In button starts tracking time for workers, marking the beginning of their shift.

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When Job Codes are assigned, employees can Switch between them as needed throughout their shift, allowing for accurate tracking of time spent on various jobs or locations.

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In this example, the employee is switching from their Main Office location and Accounting job—

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—to the Uptown location and Accounting job.

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After the Switch is complete, the employee's punch status will update with their new job code selections.

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If an employee forgets to punch in or out, they can Punch and Select Time instead.

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If approvals are required for edits, the time they enter will go to management for approval. Without approvals, the time would be automatically applied.

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After completing the Punch and Select Time, any time requiring approval will be shown on their Time Card as Pending Approval.

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If you're looking for a faster way for employees to punch in and out, our 4-digit PIN option provides a quick and easy solution.

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Employees can enter their unique 4-digit PIN, set by Administrators, by clicking the numbers or using a keyboard or keypad.

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Just like with the username/password method, employees can choose an assigned Job Code, add a note if needed, and then click Punch In to start tracking their time.

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If they are already punched in and enter their 4-digit PIN, they could instead Start a Break or Switch if available to them.

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After punching in or out, switching, or taking a break, a quick confirmation will be shown, and then the page will reset so the next employee can do the same.

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We also offer a QR Code option, enabling employees to easily punch in and out by scanning a QR code.

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Employees can scan their QR code by simply holding it up to the camera.

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Once the QR code is scanned, employees can choose a job code if available, and then Punch In or Out to record their time.

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Just like with the 4-digit PIN option, a quick confirmation will be shown, and then the page will reset so the next employee can scan their QR Code.

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Now that you've seen the different punch methods for employees, it's time to look at the other features and functions available to them!

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When the Time Off feature is enabled, employees will see the option to Add New Time Off requests from the Time Entry page.

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They will also see the Time Off Summary page which offers a calendar overview of past and future time off.

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If accruals are enabled, employees can check their balance on this page and View the time off history when needed.

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The Time Off History shows when time off was accrued or used, including the dates, hours, notes, who added the entry, and balance changes.

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Back on the Time Off Summary page, employees will see the option to Add Time Off.

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Employees can select the date, choose the time off type (like Vacation or Sick), enter the number of hours, and include a note if necessary.

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To enter multiple non-consecutive time off requests at once, employees can use the Add New option.

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And to enter multiple consecutive time off requests at once, employees can use the Switch to date ranges option.

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Once an employee submits a time off request, it may be auto-approved or set as pending approval based on your time off settings.

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Returning to the Time Entry page, employees will see an Edit option if employee edits are enabled. When selected, it will take them to their time card.

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From the Time Card page, employees will see an Edit option next to each punch until the pay period is closed or the time card is locked.

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An employee can adjust their punch time on the Edit Punch page and provide a reason for the change via the note field.

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The edited punch will appear on the employee's time card as Pending Approval until it is reviewed by management.

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If an employee needs to manually add a break, this can also be done from the Time Card by choosing Add Break.

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Employees can initiate the time card approval process at the end of the pay period by clicking Submit for Approval.

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Before they Submit for Approval by management, employees can double-check their hours for accuracy and add a note.

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After a time card is submitted for approval, any changes can be reviewed within the Approval History.

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If by chance the time card was submitted too early or requires further edits, it can be Reset to Draft.

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Once the time card is approved, it becomes locked so that no changes can be made, ensuring accuracy.

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After the time card is finalized, employees can Export a copy of their time cards for their own record-keeping purposes.

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Managers are upgraded employees who can be given permissions over a subset of users and still track their own time. They can't access account settings.

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Any Administrator can assign a Manager to employees from within the manager's profile.

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Time Permissions for Managers determine what they can do with employee time, like viewing, approving, or making changes to time cards and time off.

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Schedule Permissions for Managers define what they can do with employee schedules, such as viewing, creating, or editing shifts.

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Availability Permissions for Managers determine how they can interact with employee availability, including viewing or making changes.

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Now that we have our Manager set up, it's time to dive into the Manager's perspective.

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Just like an employee, Managers can access their accounts with a username and password.

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Once logged in, Managers will land on the Time Entry page, where they can punch and track their own time.

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Managers can oversee Time Off through the Time Off Calendar.

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Whether it's Time Off for the workers they're assigned—

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—Or the Manager's own Time Off.

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Managers can also oversee schedules from the View Schedule page.

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They can see their own schedules and the schedules of those they're assigned along with time off.

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Just like Administrators, Managers have a Dashboard to oversee their assigned workers.

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Here Managers can see which of their workers are currently Punched In.

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Along with who is currently Punched Out.

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They can also see what is Pending Approval for Punches, Time Off, or Time Cards.

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Additionally, they can quickly view Today's Schedule.

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Finally, Managers can run Reports for their assigned workers, giving them quick insights into employee time, schedules, and more.

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The Scheduling feature is included in the Pro plan and higher and simplifies creating and managing employee shifts.

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We have several options available that allow you to customize Scheduling to meet your needs, including options like the automatic punch out.

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With our Shift Overlap options, you can prevent scheduling conflicts and maintain smooth operations.

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The Availability option, allows you or your employees to set their availability to align shifts with your team’s preferences.

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The Trades/Covers option, allows you or your employees to initiate shift trades and covers with another employee.

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Now that you've seen some scheduling settings, it's time to move onto creating shifts from the View Schedule page.

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Creating shifts for employees is easy and flexible with Buddy Punch. Just start by clicking an open area on the schedule.

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A new window will pop up where you can specify an employee's work hours, if they should have a break, and color-code the shift if needed.

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You can also specify if the shift should repeat at certain intervals (weekly/monthly/annually) or on certain days.

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Location and Department codes can also be added to the shift if available along with a note that will be visible to employees on their end.

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After adding a shift, it will be visible on the schedule page, but in the unpublished state. This means employees can't see the shift information yet.

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The option to Publish can be found at the top right and will show you the number of shifts that can be published in the current view.

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When publishing, you can specify who the schedule details should be sent to and how it should be sent. You can also opt to publish with no notifications instead.

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After publishing, shifts will show up filled in with the color chosen during the shift creation process.

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To streamline your scheduling view when creating shifts, you can filter data by employee, time off, or job codes.

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You can also view your schedule by Locations or Departments if you are using them.

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Moving on to the Availability feature.

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The Availability feature allows employees or Administrators to enter preferred or unavailable work hours. This information can then be used when creating shifts to ensure employees' preferences are considered.

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Availability functions just like scheduling where you can click an open space to populate an availability creation box.

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From here, preferred or unavailable work hours can be set with options to repeat, apply to specific job codes, and add notes.

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A new entry looks like this on the Availability page.

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And this is what it looks like from the Schedule side.

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And here's a quick view of Availability preferences from the shift creation page.

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With our Availability & Shift Overlap option, shift creators can be notified if they try to schedule a worker when they're unavailable.

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The message they receive will state precisely what the error is and for which employee.

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To resolve the error, the shift can be edited, deleted, or clicked and dragged to another day.

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For when an employee can't work, we have a Trade & Cover option, initiated by clicking the relevant shift.

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With the shift opened, employees or management can offer it up for a Trade or Cover.

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Prior to submitting a trade or cover request, the requestor is required to enter a reason.

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And select which employee(s) should receive the Trade or Cover request.

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Once the Trade or Cover has been submitted, it will be noted with a small (C) or (T) icon and may require approval depending on settings.

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If you need to Unpublish a schedule, this is done from the Options dropdown.

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Unpublished schedules revert to their outlined form to be easily differentiated from published schedules.

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If you want to Clear All your shifts, both published or unpublished, this can also be done from the Options dropdown.

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Any major action requires confirmation before being processed and will be documented in the Schedule Log for audit purposes.

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Now that we've cleared out all the old shifts, let's create some new ones but this time for multiple employees at once.

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You can select which workers the shift should be assigned to from the Assign Shift To dropdown.

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When using the repeat option you can specify an End Date for the shift for cases like a temporary shift or project.

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After adding the shift, you'll see it applied to all selected workers and can publish when ready.

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For management, published shifts for the current date will appear on the Dashboard under Today's Schedule.

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When punching in, employees can select from Published shifts or, if enabled, No Shift for unscheduled work.

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Employees can also view their entire schedule from the View Schedule page.

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They can see their shift details, including notes via the notepad icon, in a Day, Month or Week view.

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Employees who punch into a schedule may show early or late indicators if outside the set grace period established by management.

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Lastly, two scheduling reports are available to help you track early/late punches or absences.

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The Time Off (PTO) feature is included in each plan we offer and can be accessed by Administrators from the Settings dropdown.

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Time Off Earning Codes are the options available to employees or management when requesting or adding time off.

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Each account has a few common time off earning codes pre-populated—

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However, you can also add new custom time off earning codes to meet your business needs.

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With Blackout Dates, you can ensure workers can't request time off on the days specified.

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The Company Calendar allows you to enter bank or company holidays in bulk to all current or select workers, with an option to apply to future workers as well.

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Time Off Accruals

We also offer time off accruals where employees can earn/bank time off at a specified rate. Is that something you'd like to learn more about?

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Time Off (PTO)Accruals can also be enabled and set up from the Time Off Settings page.

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After enabling accruals, you can specify which Time Off Earning Codes should be available when setting up accrual rules.

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When time off accruals are enabled, you can specify if negative balances are allowed—

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If employees should be allowed a maximum number of PTO hours—

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And if they should be allowed to carry over any balance.

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After specifying time off earning code settings, you can move onto creating Accrual Rules.

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We have 3 different accrual frequencies including Per Pay Period, where employees earn a set amount of time off hours each pay period.

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The Hours Worked accrual frequency where an employee can accrue time off for working a set number of hours per pay period.

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And lastly, the Yearly accrual frequency where employees can earn time off on a set date each year, like their hire or anniversary date.

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After enabling time off, you'll see a new Time Off Calendar option in the top navigation.

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If you opt to use Black Out Dates, they will show up on your and your employee's Time Off Calendars.

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Along with any Company Holidays.

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Any employee time off requests can also be quickly viewed from the Time Off Calendar and accessed by clicking on an entry.

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The Edit Time Off page allows you to see the details of the time off request such as the Date, Time Off Type, and number of hours.

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If you use Time Off Accruals, you can see the balance for the Time Off Type being used by the employee.

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The Revision History allows you to see precisely when the employee submitted the time off request along with any status changes, such as being approved or denied.

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In addition to viewing PTO from the Time Off Calendar, time off details can also be viewed from several different reports.

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This includes the PTO Summary Report that can provide details such as the total time off used over a specified timeframe.

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If you use time off accruals, you can also see Carry Over and Accrued details.

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To track the amount of time an employee spends at a Location for generating invoices, job costing purposes, or otherwise, you can use Location Codes.

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You can create as many Locations as needed with the option to deactivate them when they're no longer in use.

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If you need multiple levels of tracking, you can also set up Department Codes.

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Just like Locations, you can create as many Department Codes as needed with the option to deactivate them when they're no longer in use.

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When an employee goes to punch in, they will be presented with a dropdown of all the Locations and Departments assigned to them.

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Once an Employee has made a selection, they can punch in.

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Their status will reflect the job codes that the employee is punched into along with other relevant punch details.

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From the Administrator Dashboard, you can see the Location and Department Codes the employee is currently punched into.

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For advanced job costing, you can assign pay rates to Location and Department Codes from within each employee profile.

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When creating a new rate, you can specify the pay amount, which job codes the rate is associated with, and the effective date.

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You can create as many pay rates as needed.

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Once pay rates are set up, we have several different reports that can help you break down the amount of pay per job code.

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This includes the Hours Report by Location which can show you the amount of hours and estimated pay for each location.

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Along with the Hours Summary Report.

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The Hours Summary Report displays employee hours, job codes, and estimated pay for a selected date range in a summarized view.

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You can quickly export any of our reports using the Export To option.

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We have several features to help prevent time theft including GPS, Geofencing, Picture on Punch, and IP Address Lock.

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Basic GPS is included in each plan we offer and captures an employee's location only when they punch or switch between jobs.

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Real-Time GPS is available on Premium and above and tracks an employee's movements from the moment they punch in until they punch out.

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Basic GPS details can be viewed from the Dashboard next to the employee's name or their timecard.

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While real-time GPS details can be viewed under the Map View.

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Real-Time GPS information can also be viewed in greater detail from the GPS Activity report.

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Next are Geofences, which restrict where employees can punch in/out from. You can create as many as needed.

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Geofences can be created based on an address or from latitude/longitude.

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You also specify the radius around the location in which employees can punch.

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To restrict which job codes an employee can select when punching into a geofence, you can associate a Location or Department.

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Moving onto the Webcam, this feature can capture a picture whenever a worker punches in/out, takes a break, or switches jobs.

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When a picture is captured, it can be viewed from the Dashboard next to the employee's name or from their timecard.

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Lastly, IP Address Locks stop employees from punching in/out unless they’re using an authorized IP Address.

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If an employee attempts to punch from an unauthorized IP Address, they will be met with an error message.

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We offer several features to help reduce labor costs, including Overtime Alerts, Automatic Breaks, and Punch Rounding.

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Overtime alerts can be set up to trigger weekly.

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Or they can be set up to trigger daily.

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You can specify who receives the Overtime Alert and how it should be sent.

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Along with which employees the Overtime Alert should apply to.

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We offer several other Alerts & Reminders to help you monitor your workers and keep them on track.

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Moving onto Punch Rounding which helps streamline payroll by reducing excess labor costs from minor variations in timekeeping.

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With Punch Rounding by Time, our system automatically adjusts punches to the nearest time increment, reducing discrepancies caused by early or late punches.

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While Punch Rounding By The Schedule ensures punches align with scheduled shifts to prevent overpayment and maintain control over labor costs.

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Break Rules also help manage labor costs by applying automatic breaks or tracking manual breaks taken by employees.

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With an Automatic Break Rule, paid or unpaid breaks can be automatically applied to an employee's time card after a certain number of work hours.

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While a Manual Break Rule allows employees to start and end any assigned manual break.

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Here's an example of an Automatic Break being applied on a time card.

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And an example of a Manual Break, with a start/end time, being applied on a time card.

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With Buddy Punch Payroll, you have the freedom to manage your payroll needs on your own terms.

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This includes easily managing company tax settings, filings, and company details from a centralized area.

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Along with other details such as Workplaces which are used to determine payroll taxes for businesses with remote employees or multiple worksites.

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Benefits like 125 Dental and Medical along with Retirement and HSA contributions can be created at the company level and applied per employee.

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From the People page, you can easily manage your workers.

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You can monitor each worker's onboarding status.

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And quickly Create Profiles for new workers.

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Whether they're classified as W-2 or 1099.

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Creating a payroll profile requires a few important details, like the hire date and pay type.

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Along with physical address and workplace details to ensure the proper taxes are withheld.

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Once a payroll profile is created, an Onboarding Email can be sent to the worker for self-onboarding.

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Alternatively, any Administrator on the account can complete the onboarding on the worker's behalf.

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Administrators can also enter any applicable Post Tax Deductions for workers.

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This includes deductions such as Child Support, which we remit to the requesting agencies.

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Along with Miscellaneous deductions, which can be used for anything from uniforms to wage garnishments.

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Administrators can also add and manage Benefits for eligible employees directly from their payroll profiles.

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When adding benefits to an employee, you can assign existing company benefits.

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Or you can create a new employee-specific benefit, selecting from a range of Benefit Types such as 125 Life, 125 Vision, and 401k.

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Once company and employee onboarding are completed, you are ready to Run Payroll.

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With the Off-Cycle Payroll option, you can run one-time payrolls for special occasions or unexpected events.

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When running an Off-Cycle payroll, you can specify date ranges, tax withholdings, and deductions.

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Regular payrolls can quickly be initiated by clicking Import Time into Payroll.

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This is the Run Payroll page where you can review or edit hours pulled in from time tracking, along with being able to add new/custom earning rates.

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You can specify how workers should be paid. This includes direct deposit or manual payments, with direct deposits arriving in 2 or 4 business days.

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You can also add New Earning codes for tracking additional pay like commissions, cash tips, and bonuses.

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After reviewing or editing hours, it's time to do a final payroll review.

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From the Preview Payroll page, you can see a quick breakdown of employee or contractor pay.

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Along with the Cash Requirement—the amount needed to fund the payroll.

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You can also see other important details including a breakdown of taxes to be paid by employees and the company.

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Along with a breakdown of hours worked and any post-tax deductions or benefits applied.

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Once the final payroll review is completed, it's submission time.

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After being submitted, the payroll can be seen in the Pending state from the Company Payrolls page along with Drafted and Paid payrolls.

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Paid payrolls have the option to download a Payroll Journal that shows earnings, deductions, taxes, and totals for that payroll.

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The Tax Deposits page makes it easy for employers to keep track of all tax deposits for their payrolls.

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It includes details such as the payday, tax type, amount, due date, funding status, and deposit status for your tax payments.

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Filing authorizations and other important tax documents can be found under Documents.

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Any important company tax documents like the Form 941, can be downloaded for record-keeping or auditing purposes.

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