To begin entering employee time in PaperCloud, first create at least one department to contain the employee users who work for your business.


In This Article:

Adding Departments

Configuring Department Settings 

New User Setup: Next Steps



Adding Departments

1. Click Departments from the main navigation menu on the left-hand side of the screen.
2. Click Add Department
3. Add a Dept. Code and Department Name for your new department. 
NOTE: Dept. Code is synonymous with Department Name. You can use identical values for these fields if you wish.

4. Configure department settings per your business' punch rounding, lunch deduction, and overtime rules.
5. Click Save or, to add another new department, click Save + Add New.

Configuring Department Settings

Set up at least one department to contain your employee users. 


The settings configured for an employee user's Home Department will apply to all time recorded for that user. See New User Setup Step 3 - Users to create employee user profiles and set their home departments. 


An employee user's Home Department settings will apply to all of her time that is entered into PaperCloud, whether or not she works outside of her home department. For more on users working outside their home department, see Department Transfer.


Punch Rounding: 

Punch rounding settings cause employee punches entered in the Time Cards area of the PaperCloud portal to be rounded up or down to the nearest and greatest minute increment according to the "breakpoint," or cutoff time, that is selected.


If Daily Hours is selected under Time Entry on the Settings page, then the software will round each entered Total Regular Time value up or down to the nearest and greatest selected minute increment, according to the corresponding breakpoint.


If Every Punch is selected under Time Entry on the Settings page, then the software will round the time elapsed between each In and Out punch up or down to the nearest and greatest selected minute increment, according to the corresponding breakpoint.


For example: if your business records the number of hours your employees work each day, you'll select Daily Hours under Time Entry on the Settings page in order to enter these hours in the Total Regular Time fields on your employees' Time Cards
Then, if you were to both create a department with Punch Rounding enabled to the 6 min 3 breakpoint setting and set this department as the Home Department for an employee user, then your software will round the values entered in the Total Regular Time fields of that user's Time Cards as follows:
Punch Rounded Value Rationale
7:11 up to 7:12
The minute value :11 is within 3 minutes of the nearest and greatest 6-minute segment (7:12).
7:14
down to 7:12 The minute value :14 is not within 3 minutes of any greater 6-minute segment than 7:12.
7:15 
up to 7:18
The minute value :15 is within 3 minutes of the nearest and greatest 6-minute segment (7:18). 
7:18 
not rounded The minute value :18 is exactly a 6-minute increment.


Lunch Deduction: 

Enable lunch deduction and your software will automatically deduct a time amount of your choosing from your employees' time card records once they have met a threshold of hours worked that you select. 


If Daily Hours is selected under Time Entry on the Settings page, the software will apply the deduction when you enter a Total Regular Time value that meets or exceeds the threshold.


If Every Punch is selected under Time Entry on the Settings page, the software will apply the deduction when the time elapsed between In and Out punches meets or exceeds the threshold. 


Enable the Recurring checkbox and your software will deduct the amount each time that the threshold is met or exceeded during the employee's day. Keep this checkbox disabled to apply the deduction only once per day.


For example, if your business records each time your employees punch in and out during their workday, you'll select Every Punch under Time Entry on the Settings page. Then, if you were to both create a department with Lunch Deduction enabled, deducting 30 minutes every 4 hours worked, recurring enabled, and set this department as the Home Department for an employee user, the software will behave in the following way: 
When you record that employee as punching In at 8am and Out at 5pm (for a total of 9 hours), the software will deduct an amount of 30 minutes from that employee's time card every 4 hours to return a daily total of 8 hours worked (9h - 30m deducted after the first 4 hours - 30m deducted after the next 4 hours = 8h)


Overtime:

Enable Weekly Overtime in order to select daily, 7th day, and Saturday and Sunday overtime values. (If your Pay Period Settings are set to anything other than Weekly, then your software will display this drop-down's label as Weekly/BiWeekly Overtime.)


NOTE: 7th day, Saturday and Sunday will appear under the pay code OT1 on employee users' time cards.



New User Setup: Next Steps

Step 3 - Users