Configuration

How do I set Employee Time Card Rounding?

This option may be set at either the regional level (to affect all schools in the region) or the school level (to affect one particular location). You must be a member of the System Supervisor User Group to change the options.

1. From the Procare Home screen to go Configuration > System > Locations & Users > Regions & Schools.

2. At the Regions and Schools screen:
   a. To set the Employee Time Card Rounding for all schools in the region, dbl-click the Region Name.
   

   Important! If an individual school has a different option set (different from the Region), changing it at the Region level will not change that school.
   b. To set the Employee Time Card Rounding option for a single school within the region, click the small plus sign (+) to the left of the Region Code to display all schools in that region…
   

   c. …and then dbl-click the School Name.
   

3. Click on the Set Options button at the bottom of the screen.

4. Select Employee Data on the Options menu, and scroll down to the bottom of that screen.
   

5. Click the plus sign (+) next to each rounding option and choose how to round check in and out times. “Closest” means the nearest interval (5 minutes, 15 minutes, etc.). “Back” means go back to the prior interval. “Forward” means jump ahead to the next interval. This setting affects how time is recorded on employee time cards for payroll purposes. Learn more about Rounding Time Cards.
   

How do I set up pay periods?

1. You must log on to Procare as a System Supervisor.
2. From the Procare Home screen go to Configuration > System > Locations & Users.
3. Dbl-click. Regions & Schools.
4. Click on your Region to select it then click the Set Options button.
5. Choose the Employee Data section (left side) and scroll down to the Pay Period Information section.
6. Select the Pay Period Type like “Every Week”, “Every 2 Weeks”, “Twice A Month”, etc.
   Note: Choose “Custom” if your pay periods do not fit a standard pattern. See article: Custom Pay Periods.
7. Select a Start Date 1 and click Save. This is the date your first pay period began. If you pay weekly the start date is typically the first Monday of the year.
   1. Use the Show Pay Periods button (bottom of screen) to see how the pay periods cascade through the current year.
   2. If needed change the Start Date (click Save) and use Show Pay Periods again until they are appropriate for your situation.
8. If you pay twice a month select a Start Date 2 and click *Save *(otherwise ignore this setting). This is the date your second pay period began.
   Example: If your first pay period ran from the 1st to the 15th your second pay period would start on the 16th.

How is FTE calculated, how do I set it up, and where are FTE reports?

How FTE is Calculated

Full Time Equivalency (FTE) is a measure of the number of scheduled children. One full-time, 5 day a week child would have a FTE of 1.0 for the week. Two children, scheduled 5 half days each, would have FTE values of 0.5 separately, but together would be equivalent to one full-time child (combined value of 1.0). Need more detail? See:Understanding FTE.

Set Your FTE Parameters

You may set the number of hours equal to a full-time day (usually 8.0) and the maximum amount a child can count toward your weekly FTE in a single day (usually 0.20 – which is 20% of a 5-day week). FTE is set at the Region or School Options level.

FTE Reports

From the main screen of Family Data & Accounting, go to Reports > Standard Reports > Family Data > Classroom Schedule. There are FTE reports by Classroom and by Department

What’s the difference between a New and Existing person?

A New Person is someone who has never been entered into Procare. An Existing Person can be found somewhere else. A staff member might be entered under Procare Users, Employee Data and even Family Data (as a parent). A child might be entered under two family accounts. The first time you enter them they are a “new” person, after that add them as an “existing” person.

Hint: When entering new people click directly on the Add button. To add someone already in the system click the tiny down arrow on the Add button and choose Add Existing Person.