The Batch Post Time Card feature is used to record in and out times for many employees at once. This is useful for a variety of reasons such as to enter paid holidays and training, transfer planned benefits (like vacation) to the time card, or post time based on employee schedules or their primary work area. In some cases you may also use this feature to record sick time.

Getting There

From the main screen of Employee Data & Payroll click the Functions menu (upper left) and choose Batch Post Time Card.

Sick Time

Sick or absent days may be handled in several different ways depending on when and how you wish to record the time. See article: Sick Time.

Paid Holidays / Training

Post holiday hours or any Time Card entry that is not based on employee schedules. This is also useful for training hours if several staff members attended the same training session.

  1. You’ll want to include only staff members “Employed as of” a particular date. Usually this would be the date of the holiday, training, etc. Only staff members with an Employment Status of “Currently Employed” will be included.
  2. Under “Base Posting on” choose Primary Work Area.
  3. Select a Pay Code to be used for everyone like Holiday or Training.
  4. Enter a Comment to describe this item (optional). This is a global comment for all included employees and will appear on the “Used” tab of the Employee Benefits screen once the items are processed.
  5. Select the Date of the holiday, training, etc. If more than one day was involved you’ll process each day separately.
  6. Select a Time In and Time Out to be used for everyone. You may make adjustments to individual employees on the next screen if needed. The in and out times should reflect the total number of hours for the holiday, training, etc., like eight hours.
  7. Click Next. A list of all eligible employees will appear.
  8. Place a check in the right hand column to select individual employees or check the box at the top of the column to include everyone on the list.
  9. Make any manual changes to the Pay Code, Work Area, Time In or Time Out as needed for individual people.
  10. Click Process. Each entry will now appear on the appropriate Employee Time Card and on the “Used” tab of the Employee Benefits screen.

Planned Benefits (Vacation)

Process any planned time off that was previously entered on the “Planned” tab of the Employee Benefits screen. This would be appropriate for vacation time or appointments that were known in advance. This process copies hours from “Planned” benefits to the Employee Time Cards. The time will also be shown on the “Used” tab of the Employee Benefits screen.

Hint: Do this at the end of each Pay Period to ensure that any vacation, or other planned time off, will be included on the time card for payroll purposes.

    1. You’ll want to include only staff members “Employed as of” a particular date. Usually this would be the last day of the Pay Period. Only staff members with an Employment Status of “Currently Employed” will be included.
    2. Under “Base Posting on” choose Planned Benefits.
    3. Under Pay Code you would likely want to use All Pay Codes. This means each item like vacation, sick, etc. will be included. If you wish to process only persons using a particular kind of benefit (like Vacation only) then select that Pay Code.
    4. Enter a Comment to describe this item (optional). This is a global comment for all included employees and will appear on the “Used” tab of the Employee Benefits screen once the items are processed.
    5. Select a Start Date and End Date – typically the dates of your Pay Period. Any planned benefits during those dates will be available to process.
    6. Click Next. A list of all eligible employees will appear.
    7. Place a check in the right hand column to select individual employees or check the box at the top of the column to include everyone on the list.
    8. Make any manual changes to the Pay Code, Work Area, Date, Time In or Time Out as needed for individual people.
    9. Click Process. Each entry will now appear on the appropriate Employee Time Card and on the “Used” tab of the Employee Benefits screen.

Transfer Schedule to Time Card

If the time people work is the same (or very close to) their schedule hours you may transfer time from the schedule to the Employee Time Card for a selected day. This would make sense as long as you did not have employees clocking in and out on that day.

  1. You’ll want to include only staff members “Employed as of” a particular date. Usually this would be the date you wish to process. Only staff members with an Employment Status of “Currently Employed” will be included.
  2. Under “Base Posting on” choose Schedule.
  3. Under Pay Code you would likely want to use All Pay Codes. This means all employees will be included regardless of their scheduled Pay Code. If you wish to process only persons scheduled for a particular Pay Code (like Teacher only) then select that Pay Code.
  4. The Comment is ignored, unless the Pay Codes being processed include a benefit code. In that case the comment would be global for all employees (with a benefit code) and would appear on the “Used” tab of the Employee Benefits screen once the items are processed.
  5. Select the Date you wish to process from the schedule. Each day must be done separately.
  6. Click Next. A list of all eligible employees will appear.
  7. Place a check in the right hand column to select individual employees or check the box at the top of the column to include everyone on the list.
  8. Make any manual changes to the Pay Code, Work Area, Time In or Time Out as needed for individual people.
  9. Click Process. Each entry will now appear on the appropriate Employee Time Card.
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