Employee Data

Employee Data & Payroll – Add Employee covers adding a new employee and maintaining all staff related information including hire dates, schedules, time cards, benefit hours and immunization records. Configure Employee Data Before entering em...

Select items which are benefits from your list of Pay Codes such as vacation, sick, holiday, etc. Benefit codes are used to help you Track Benefit Hours for each employee. Before You Begin Set up Pay Codes for anything that will be a ben...

Employee Information Use the Copy Employee utility to copy employee information between locations. This is useful when moving employees from one location to another, or if you are splitting a single large location into separate smaller ones....

Use the Batch Check In/Out feature to check selected groups of employees in or out, such as those who arrive or depart at the same time. You’ll also use this feature at the end of each day to check out anyone who forgot to check out. Getting There...

This article contains a brief description of the various types of reports available for Procare Employee Data. Using Reports Employee Data Reports work the same as Family Data Reports. See Family Data Reports for the basics. Below is a brief des...

On the employee Information & Relationships screen you’ll assign a Primary Work Area and Primary School Location (where they work). You may also add people who are connected to the employee including their spouse, children and any other emergenc...

Assign a Pay Code (like “Teacher”) along with a salary or hourly rate to each employee and determine the rate at which benefits (like vacation and sick time) will be paid. This is also the place to assign a pay raise by changing the person’s pay rat...

Learn to set up a schedule for each employee then you’ll be ready to factor in planned absences like vacation. Getting There Look Up an Employee . Click the Schedule icon (monthly calendar) on the toolbar. Assign Schedules to an Emplo...

The Employee Work History screen is where you record each person’s current employment status and date, as well as any historical changes in status over time. For example, if they were employed, then gone for a while and came back again. Getting Th...

How you record employee sick time (or other paid or unpaid absence) may vary depending on how and when you process the time off. This article shows you several ways to track this information. Before You Begin Create any Pay Codes you may...

Use the Time Card to view an employee’s clock in times or make manual entries and corrections. Getting There Look up the Employee and click the Time Card icon (clock) on the toolbar. Employee Time Cards – Add / Change a Entry To ente...

Setting Up Employee Timecard Approval Please Note : This feature is only available using the Procare skin on the kiosk, located in the Options screen under the Checkin program. In order for employees to begin approving their timecard via the ...

Q: On an employee’s time card, why don’t the ST (straight time) and OT (overtime) columns add up to match the Total column? A: They will add up correctly, but if the Total column is set to hours and minutes (HH:MM) format it may appear as if the...

When an employee works in more than one of your locations, they are referred to as a borrowed employee. You’ll want to set them up so they are recognized as the same person throughout the system and have the ability to generate time cards showing ho...

Record days a staff member will be away and track benefit hours they have earned and used. Getting There Look up an Employee and click the Benefits icon (calendar with pencil) on the toolbar. Employee Planned Benefits (Vacation) Planne...

How will the new FLSA rules on Salaried Non-exempt Employees affect me? The Department of Labor FAQ page says “in the first year, the Department estimates that 4.6 million workers exempt under the current regulations who earn at least the curren...

Once your basic employee information has been entered you’ll want to know how to look up or search for a particular person. Look Up an Employee The easiest way to look up an employee is to use the list of Employees on the left side of the sc...

Pay Codes are used to describe the type of work a person does or position they hold like director, assistant director, head teacher, assistant teacher, etc. You’ll also include benefit categories like vacation, sick, unpaid absence, training and so ...

The Pay Period Review screen displays the current pay period dates as well as those from the past and future. Getting There From the main screen of Employee Data & Payroll go to Functions > Pay Period Review. Viewing Pay Periods ...

This article explains when and how to remove (delete) an employee. Removing an employee is a serious step and should only be done in certain situations. When to Remove an Employee May I remove an employee that was accidentally entered twice? ...

Search across all locations for an employee. This is especially useful if you manage multiple child care locations and need to determine the locations to which a staff member belongs. Getting There From the Procare Home screen go to Utilities...

Use the filter feature to view only certain staff members on screen; for example, you may want to see only employees who work in a particular classroom (Work Area) or who are assigned a certain tracking item. Getting There To view only certain t...

A custom pay period is any non-standard period of time outside the standards like weekly, every 2 weeks, twice per month, etc. You may select start dates for each period as far into the future as you would like. Getting There From the Procare ...

Use the accumulation rate formula to determine how much vacation, sick time, or similar benefit hours to accrue per pay period or per 40 hours worked. Getting There The Accumulation Rate is entered on the Batch Post Accrued Benefits when you c...

This article explains how to record vacation time earned based on giving an employee a fixed number of hours once each year on their anniversary date. Anniversary Date Vacation If vacation hours are credited on a person’s anniversary date yo...