(CA) Track integration

Wagepoint’s Track system allows administrators to track employee hours to be automatically updated into the payroll system.

Activating Track in your Wagepoint account

1. Navigate to the "Add-ons" tab under your avatar.

2. In the “Time Management” section, locate the Track app and click “Activate.” Note: Activating Track does not trigger an invoice automatically. Pricing varies by active employees using the app, which will be set up later after activation.

Setting up Track

1. Navigate to the new Track tab under your avatar.

2. Click “Edit” next to each employee you would like to set up to use Track.

3. Track user – click “Yes” if they will be using Track.

4. Please choose a time tracking type – choose a time card or time sheet. Employees can clock in and out through Track on a time card or enter hours on a time sheet.

5. Approver – choose an employee from the dropdown list to approve the hours entered by the Track employee.

6. Backup approver – choose an employee from the dropdown list who can approve hours in case the primary approver is not available i.e. vacation, travel, etc.

7. Save changes to set up an employee with Track.

8. Set up all employees that will be using the Track system to count hours for payroll.

9. Click “Next step.”

10. Setup overtime rules – choose one from the eight overtime rules that best fits your company. This allows for correct payroll calculations based on hours recorded through Track. Click “Next step.”

11. Choose your reminder schedule – choose one of four emails to remind approvers (and backup approvers) to review time cards and time sheets for payroll. Note: You cannot import time not approved into Wagepoint for payroll processing. Choosing an automatic reminder schedule can help prevent problems or delays in payroll.

12. Click “Save and continue to Track.”

Administrators – approve and adjust the time entries

1. Navigate to the Track Manager actions tab.

2. Today’s punch status – see the status of all Track employees’ time cards: time tracking type, current status, and action.

3. Adjust time – edit an employee’s time card or sheet. Click “Edit” next to an employee’s name and update hours or clock in/out times for the current pay cycle. Note: you can only make adjustments to employees for whom you are authorized to approve time. For more details, click here. 

4. Approve time – review and approve submitted time for those employees' that you are authorized to approve time.

Reports

• Missed punch report – a list of all employees, their approvers, and their missed punches for the pay cycle.

• Adjusted time report – a list of all employees, their approvers, and their adjusted times for the pay cycle.

• Approved time report – a list of all employees, their approvers, and the status of their regular and overtime hours. If approved, the number of hours for each category will be listed.

• Payroll history – a list of each employee’s approved daily time history for a payroll run, including regular hours, overtime, double overtime.

• Card/sheet history – a daily history of timecard punches and work hours during a selected time period for individual employees or all employees, separated by time card and timesheet users. 

• Weekly totals – a spreadsheet of all employees’ daily hours for a given week.

• Punched photos download – a download folder containing all punched photos for employees (if photos are enabled for the mobile app).

Advanced settings

1. Navigate to the Track > Configure tab.

2. Employee setup – edit information or add employees to Track. Click “Edit” next to an employee’s name to edit tracking type, approver, backup approver, and overtime rule override. Click “Save.”

3. Location settings – add GPS location restrictions for your employees to prevent clocking off-site. Add multiple locations if applicable.

4. Overtime rules – choose an option from eight overtime rules that best applies to your company.

5. Reminder schedule – choose a notice/reminder option from four choices to notify all approvers of upcoming deadlines.

6. Time rounding – enable time card punches to round up or down to the nearest 15-minute interval. Note: to ensure you cover all time possibilities, the total of your minutes before and minutes after the quarter hour should equal 15 i.e. 7 minutes before and 8 minutes after.

7. IP restrictions – limit IP address ranges to ensure employees are tracking time from a company location (if applicable). Enter the IP address range that applies to your network. If you are using an internal router, make sure you use the IP address or range that is issued by your Internet provider. Note: restricting IP address range requires all employees to be logged into your network in order for them to use the Track application.

8. Week start day – choose a start day for the work week. This selection will affect how approval screens are displayed and when overtime calculations should take into effect.

9. Mobile app settings – choose requirements for a photo and/or GPS coordinates for employees while using the mobile Track app.

Employees – tracking time worked each day

1. Log into your Wagepoint account.
2. Navigate to the Track tab by clicking your avatar in the top right corner.
3. Navigate to the Time clock tab.
4. Click “Record time.”
5. Click “Clock in” to begin your recorded time for the day if you are a time card employee and “Clock out” to end your recorded time for the day if you are a time card employee. 
6. Enter your hours for the day on the weekly calendar if you are set up to use timesheets.
7. Print time sheet – print your week’s time sheet for your personal records.
8. Navigate to the My payroll history tab to view recorded hours from past pay periods. Click “Details” to view the daily hours submitted for a pay period.

Employees with multiple accounts – tracking time worked each day

1. Log into your Wagepoint account.

2. If you are employed with more than one company, please choose one of the companies. This will take you to the Employee Portal for that company. The Employee Portal will show you your pay stubs, next pay dates and allow you to update your personal information for that company.

   

3. To switch to Track, click the avatar in the upper right corner and then click "Track."

4. Once you are in Track, the initial screen may say you do not have a Track Account. This will show if you have multiple accounts, but not all of them use Track.

5. To change the company, click the company name below your name in the left menu. This will show you your company options.
   
   

6. Once logged into your specific company, you can click the "Time Clock" button or "Record Time" button to start recording your time.
   
   

7. If you are a manager, you will have an additional menu of the Manager options.
   

8. To switch to a different company and record time, repeat Steps 5-7.

Time card employees — submitting hours

1. Log in to Track — either go to https://track.wagepoint.com to login to Track with your Wagepoint Username and Password or sign into your Employee Portal.
2. To switch to Track, click the avatar in the upper right corner and then click "Track."
3. You will be directed to the Track screen shown below. You can access the time sheet in one of two ways:
   1. Click [Time clock] or
   2. Click [Record time]
      
      
4. The Time Card screen allows you to do two things:
   1. Choose your position (if you have more than one.)
   2. Clock In (or Clock Out.)
      
      
5. Once you have clocked in or clocked out, you will see the confirmation screen and have the ability to logout.
   
   
6. If you want to see your full time card, click the [Time Clock] button and scroll to the bottom of the page to see all of the punches for the current week.

Administrators — Adjusting a time card

1. Go to https://track.wagepoint.com and log In using your username and password.

2. Navigate to Manager Actions > Adjust Time.
   

3. In the "Time Correction Page," choose an employee with "Time Card" to adjust and click "Edit." Note: Employees can either have "Time Sheet" or "Time Card" under the "Time Tracking Type" column.
   
   

4. From the "My Time Card View," you will see a record of the clock in/out times from the selected Employee. To adjust any of these times, click on the pencil ( ✎ ) below the listed time.
   
   

5. When the new window loads, you will be able to adjust the clock in or out time manually, as well as enter a reason for the edit (this is required.)

   

6. Click "Save" to see your adjustments reflected on the Time Card View.

   

Time sheet employees — submitting hours

1. Log in to Track — either go to https://track.wagepoint.com to login to Track with your Wagepoint Username and Password or sign into your Employee Portal.

2. To switch to Track, click the avatar in the upper right corner and then click "Track."

   

3. You will be directed to the Track screen shown below. You can access the time sheet in one of two ways:

   1. Click the [Time clock] button or

   2. Click the [Record time] button

4. You will now be taken to the current pay cycle showing individual days.
   

5. Click in the box under the date worked (Example: Wednesday, July 13, 2016) and enter the total hours for that day.
   

6. Once you have entered all days in the cycle, click "Submit for approval." Note: You will only see the "Submit for approval" button once you are at the last day of the pay cycle.
   
   

7. You will now see the following popup confirmation.
   

8. Your time sheet approver will get an email notification letting them know they need to action your request. Once they approve the request, you will receive a confirmation email similar to the one below.