TABLE OF CONTENTS

• Access to Time Cards Reasons reference
• Reason Card
• Non-Work Work Order
• Add Reason Hrs to Future Dates: Ex. Add Holidays
  • How it works
  • Best Practice
  • The Process Summary
• Add Reason to Existing Time Card
• Automatically create Holiday Time Cards

Access to Time Cards Reasons reference

HR Managers and Time Keeping Managers user groups have full access to the reference.

All Users can view the reference content. For example, a TC Reviewer who is a member of the All Users group can view reason records and add them to uncompleted Time Cards assigned to him/her.

Reason Card

The Reason card holds several important details:

• Hours —  Time-Off hours. 
• Cost Type — to allocate Time-Off hours to the specific Cost Type.

If you create a Time Card with reason manually, don't forget to recalculate the payroll table to fill in appropriate hours and cost type.

You can also manage Time Card Reasons — make them available for Employees to submit Time-Off requests in the mobile app.

Generally, if an employee has a Time Card with a reason (such as PTO, Holiday), we will show that employee as an unavailable resource for dispatches in the Dispatch Calendar.

• “Don't show unavailability” in a Reason card can be used to exclude employees who have such Time Cards from being “Not Available” resources. This use case is most commonly applied to a Meal Premium reason.

Please note, that if you change a Cost Type or Hours in the Reason, the changes will be applied only to future Time Cards. However, you can update existing Time Cards manually using “Recalculate” button in the Time Card.

Non-Work Work Order

There is a field in the TK Employee Configuration card — Non Work Build Plan. This field determines Work Order allocation in Time Cards with reason.

Specify a Non Work Build Plan to allocate the Employee's nonwork hours. Nonwork hrs will be allocated to the corresponding Work Order of  “NONWORK” abbreviation. If you do not specify a Non Work Build Plan in the TK configuration, nonwork hours will be allocated as usual to the default Non-Work Work Order from the system constant.

Add Reason Hrs to Future Dates: Ex. Add Holidays

How it works

Holiday hours, like other Time-Off hours, are noted in FCX in 2 ways:

• Holiday “Reason” applied to Time Card
• Holiday Cost Type applied to TC time periods to route the hrs to the right Payroll Item/Pay Code

As with other Time-Off Reasons, you can add the Holiday Reason to future TCs and paid hours will be automatically added with the correct Cost Type and Allocation when the future date arrives.  For more info on how this works, read about TK requests.

You could manually create future Holiday TCs and add Reasons to them, but there is an easier way. On the Reason Reference Record card you can populate a single Holiday to all Employees at once. We'll show you how below.

Best Practice

You might be tempted to add all Holidays at the beginning of the year, but we generally advise against this.

The reason is if an employee departs the company with future holidays pre-entered, you will need to remove holidays added for dates after they depart.

Likewise, if you add new employees you will still need to generate their Holidays on an as-needed basis.

Our recommended approach is to enter each Holiday as they approach, perhaps a week or so before the given date. This minimizes unnecessary changes.

The Process Summary

1. Open “Time Card Reasons” Reference. 

2. Select the Reason (like “Holiday”) that you want to enter.

• On the Reason Reference Record card, on the ribbon Home tab, in the “Actions” group, click “Create Time Cards”.
• Enter the date range for which you want to create TCs (these can be the same if it's a single day) and hit OK. 

3. In the opened window, select Employees for whom you want to generate TCs.

Here in the list of Employees, you can use multiple selection. To do this:

• Press and hold Ctrl while you are selecting records → Click Select on the ribbon.
• Or use columns filters. Filter the list to display only needed Employees. Select the filtered list (Ctrl+A) → Click Select on the ribbon.

Add Reason to Existing Time Card

1. Open a time card in any way you like:

• Using Time Cards Dashboard or TCR Interface
• Open Time Card in Desktop

2. Add a Reason to the Time Card (available for not completed TCs).

3. Recalculate payroll allocation (only for desktop).

Automatically create Holiday Time Cards

You can set the automatic creation of Holiday Time Cards.

To do this:

1. For the required employees, activate the checkbox “Automatically create Holidays” in the employee's TK configuration.
2. Fill in the holidays in the Working Time Calendar. Contact FCX Support, if you require a help.

During daily TK processing, the system checks the Working Time Calendar for holidays for the next 30 days, creates Time Cards for the corresponding employees and adds a reason (PTO, Holiday, etc.). The reason to be added is specified in the system constant.

If a Time Card already exists on the day of the holiday, the system simply adds the reason hours to the TC.

FAQ

Q: What happens if Employee Category auto-generates Check-Ins for the TC Employee? Will they have double hours?

A: No. FCX TK checks a TC for Reason hrs before adding an auto-generated Check-In to it.

Note: If a user is set up to manually Check-In, they can still manually Check-In on days with Reason hrs.