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The Import File is used to import employees' personal information and data related too their job from an XML file generated by a 3rd party application. If the employee's ID does not exist in the Maitre'D system, it is created with the information from the XML file. If the employee's ID already exists, the information is updated with the information from the XML file. Personal information can include such details as name, address, phone number, social security number, as well as hiring, beginning and termination dates. Data related to the job can include such details as task, rate, schedule, overtime calculation as well as fringe benefits and tip declaration rate.
The Export File is used to export information such as payroll hours, rate of pay, and amounts of tips. This file can be used to send data to the corporate office or to an accounting system. The information exported is directly related to the settings in Time & Attendance / View / Options / Export
This option allows to access the Employee File relating to Time and Attendance. For each employee, you can record his address, phone number, salary and task. You will also be able to consult his working schedule and time card.
When you access an employee record, depending on the configuration of the Time and Attendance module, the screen you will get will be different. If the US Screen field is disabled, you will get the simplified screen, which is usually used in Canada. If this option is enabled, Maitre'D will show you the screen used in the United States.
Select an employee record and click this button to modify an employee record.
Click this button to add a new employee record.
Select an employee record and click this button to remove an employee record.
Click this button to close the employee list.
Employee
Employee Code
When you enter a new employee into Time and Attendance, you must assign the employee a Time and Attendance code. This code must be a number over 1000. This code need not be the same as the employee's P.O.S. Control number, and there can be an unlimited number of employees in Time and Attendance.
Name
Enter the employee's name in this field.
Address 1 Address 2 Address 3
Enter the employee's address, street, city, state or province, zip code, country,
Area Code
Enter the employee's Area Code
Phone
Enter the employee's Phone number
Setup
Server Number
This field shows the P.O.S. employee number for this Time & Attendance employee. You cannot modify this field.
Password
If you wish, you can enter a numeric password for the employee to use when punching in and punching out from the touchscreen workstation.
Security
When you use Security Levels, you can assign an access level to each employee. This access determines whether or not the employee has access to other employee's files. To use this option, you must check the Security Level field in P.O.S. Control / View / Options. The lowest level is 1, and the highest is 6. The employee cannot access the employee's own file, but only those of employees who are assigned a lower access level, except in the case of a level 6 employee, who has access to anybody's file.
If you are using security levels, you usually must enter a password in the Time & Attendance employee file. This is the password that is required when accessing employee files on the touchscreen workstation.
Payroll Code
Enter here the code used for export files. Also, if you are using the Borrowed field, you can note here what is the employee's code at the other restaurant.
Language
Enter the language the touch screen messages should appear in when the employee punches in and punches out
Supervisor
If this option is enabled, the employee has access to the following functions on the touch screen workstation: Employees on the Clock, Time Clock Adjustments, Turn Time Clock Off. For more information on these functions, refer to the Touch screen Workstation User Guide. Usually, only management personnel have the SUPERVISOR function.
No Punch Edit
Enable this option to prevent an employee with the above Supervisor option enabled to edit punches from the workstation.
The options on this screen are for information only, and are not used for reporting purposes.
Personal
Birth date
Enter the birth date of the employee, according to the date format set up in the system.
Social Security
Enter the employee's social security number.
Marital Status
Select from a choice of marital status for the employee.
Emergency
Contact:Phone
Enter in these fields the name of the person to call in case of an emergency, as well as that person's phone number.
Enter the email address of the employee.
Dates
Hiring Date
Enter the hiring date for the employee. This is the day you decided to hire the employee
Beginning Date
Enter the beginning date for the employee. This is the day of the first shift worked by the employee.
Termination Date
Enter the termination date for the employee (when known).
The options on this screen are for information purposes only, and are not used for reporting purposes.
Personal
Birth date
Enter the birth date of the employee, according to the date format set up in the system.
Social Security
Enter the employee's social security number.
Previous Social
If the employee gets a new social security number, enter the previous one here. This field is usually used if the employee was a temporary alien and just received a green card.
Sex
Left click the Drop Down arrow to select from a choice of sex for the employee.
EEOC
Left click the Drop Down arrow to select from a choice of EEOC code for the employee, which you have previously set up in Time & Attendance / Set Up / EEOC .
Marital Status
Left click the Drop Down arrow to select from a choice of marital status for the employee.
School District
For Ohio residents, enter the school district zone for the employee.
Dates
Hiring Date
Enter the hiring date for the employee. This is the day you decided to hire the employee.
Beginning Date
Enter the beginning date for the employee. This is the day of the first shift worked by the employee.
Termination Date
Enter the termination date for the employee (when known).
Employment
Job Code
Enter a job code for the employee that is assigned by your corporate office. This code appears in the P13-P14 reports.
Hours/Day
Enter the number of hours per day the employee normally works.
Mobility
Check this field if the employee is available for relocation.
Scheduled Hours
If the number of hours per week the employee is to work is not in the Rate Hours list, enter it in this field, and set the Rate Hours field to Other.
New Function
Enable the appropriate function for this employee.
Meal Plan
Left click the Drop Down arrow to select from a choice of Meal Plan for the employee, which you had previously set up in Time & Attendance / Set Up /Meal Plan
Rate Code
Left click the Drop Down arrow to select from a choice of Rate Code for the employee.
Rate Hours
Left click the Drop Down arrow to select from a choice of Rate Hours that the employee is to work per week. If the number of hours is not in the list, select Other and enter the hours desired in the Scheduled Hours field.
Termination
Transferred To
If the employee was transferred to another location, enter the code for the location the employee was transferred to. Your corporate office assigns these location codes.
Termination Reason
Left click the Drop Down arrow to select from a choice of Termination Reasons for the employee, which you have previously set up in Time & Attendance / Set Up / Termination
Termination Code
Enter the termination code for the employee. Your corporate office assigns the codes.
The options on this screen are for information purposes only, and are not used for reporting purposes.
NOTE: This branch is only visible if the US Configuration option is enabled in Time & Attendance / View / Options / General.
Personnal
Different Name
Check this field if the employee's legal name is different from the name on the employee's social security card. For example, the employee might have been recently married.
Maiden Name
Enter in this field the employee's maiden name, if you have selected the Different Name field.
Drivers License
Enter the employee's drivers license number.
Expiration
Select the employee's driver license expiration date.
Emergency Contact
Enter the name of the person to call in case of emergency.
Emergency Phone
Enter the emergency contact's phone number.
Citizenship
Immigration Status
Left click the Drop Down arrow to select from a choice of Immigration Status for the employee
Alien Number
Enter in this field the employee's resident alien number or temporary alien number, if applicable
Until
Enter in this field the expiration date of the temporary alien permit, if applicable.
Residence
Country
Enter in this field the employee's country of residence.
State
Enter in this field the employee's state of residence.
Employment
Status
Left click the Drop Down arrow to select from a choice of Employment Status for the employee, which you have previously set up in Time & Attendance / Set Up / Employment Status .
Tax Exempt
Enable this option if this employee is tax exempt.
Leave of Absence
Reason for Leave
Enable from a choice of Termination Reasons for the employee.
Number of Weeks
Enter in this field the number of weeks the employee is on a leave of absence.
Begin
Enter in this field the date the employee takes a leave of absence.
End
Enter in this field the date the employee returns back to work after a leave of absence.
The options on this screen are for information purposes only, and are not used for reporting purposes.
NOTE: This branch is only visible if the US Configuration option is enabled in Time & Attendance / View / Options / General.
Federal Allowance
Enter in this field the number of federal withholding allowances the employee claims.
Add.Federal Witholding/Week
Enter in this field the additional amount of federal withholding allowances the employee has per week. You must enter a number in this field, even if you must enter "0".
State Allowance
Enter in this field the number of state allowances the employee claims.
Add.State Witholding/Week
Enter in this field the additional amount of state withholding allowances the employee has per week. You must enter a number in this field, even if you must enter "0".
Military Status
Enter in this field the employee's military status. Examples are "Civilian", "Reserve" or "Officer".
For each day of the week, enter whether the employee is available to work on the 1st and/or the 2nd shift. To note that the employee is available for a shift, check the option. Please see Employee Availability for information on printing the employee's availability report.
The information, which is set up in assigned tasks, is used by Maitre'D to calculate the employee's salary.
Task
You can assign up to 10 tasks for each employee, each with its own rate.
Rate
Employee hourly rate for each task.
Upcoming Rate
If the employee is due for an increase in pay rate, the upcoming rate is displayed in this field.
Date
If the employee is due for an increase in pay rate, the date the increase will occur is displayed in this field. On this date, Maitre'D will automatically start using the rate shown in Upcoming Rate as the actual rate.
Click this button to remove an obsolete task from this employee file.
Click this button to modify a task of this employee file.
Click this button to move a task up within this employee file.
Click this button to move a task down within this employee file.
Fringe Benefits Rate
Enter in this field the fringe benefits rate the company has to pay for the employee. This rate is calculated in percentage.
Overtime Calculation
Select a overtime calculation method from the list which you have previously set up in Time & Attendance / Set Up / Overtime Calculation
Tips Declaration Rate
You must enter a minimal declaration rate in the Tip Declaration Rate field For example 8.00 for 8 %.
Task
Click the Drop Down arrow to select from a list of choices which you have previously set up in Time & Attendance / Set Up / Tasks File.
Rate
Enter the employee's rate per hour for this task. The system does not allow to enter a rate higher or lower than the rates set up in Time & Attendance / Set Up / Tasks File.
Upcoming
Rate
If the employee is due for an increase in pay rate, enter the upcoming rate in this field.
Date
If the employee is due for an increase in pay rate, enter the date the increase will occur in this field. On this date, Maitre'D will automatically start using the rate set up in Upcoming Rate as the actual rate.
The Time Cards of employees contain all punches in and punches out that were recorded during a time period. The Time Cards module allows you to view, add or modify punch clock records.
Allow to Add employee's Time card
Allow to Modify employee's Time Card
Allow to Delete employee's Time Card
In
Enter the date and time (24 hours format) of the punch in.
Out
Enter the date and time (24 hours format) of the punch out.
Task
Left click the Drop Down arrow to select from a list of available tasks for the employee. You must first have assigned the employee the necessary tasks under Time & Attendance / File / Employee /Assigned Tasks.
Adjustments
Left click the Drop Down arrow to select from a list of available Adjustments Reasons. You must first have defined adjustments reasons under Time & Attendance / File / Employee / Adjustments Reasons.
Other Paid
Enter in this field the amount of any Other Paid the employee has received. Some examples of other paid are vacations, bonuses, back pay and traveling expenses.
Other Paid Reason
Left click the Drop Down arrow to select from a list of available Other Paid reasons to justify the amount entered in the previous field. You must first have entered Other Paid reasons under Time & Attendance/ File / Employee /Other Paid.
Show All Punches
Enable this option to show all shifts for this employee, regardless of the value entered in the Number of Punches Displayed field of Time and Attendance / View / Options, but only up to the value entered in the Days To Keep field of the same window.
The Log option allows to start and view operations traces about Time & Attendance Module.
Log Level
Three different Log level are available, Standard, Detail and Debug. This option is for trouble shooting purpose and should be use only with the supervision of your Maitre'D reseller.
Use the View key to access to log file.
