Icon Time Systems Universal Time Clock RTC-1000 2.5 Specification sheet

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Quick | Simple | Reliable
Universal Time ClockTM
Product User Guide
RTC-1000 2.5®

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Copyright © 2014 Icon Time Systems, Inc. All rights reserved.
Reproduction of this document in whole or in part is strictly prohibited. This document may contain typographical or copy errors.
Universal Time Clock, Icon Time Systems, the Icon Time Systems logo, and all other Icon Time Systems product names mentioned in
this document are registered trademarks of Icon Time Systems.
All other products, brand names, or company names mentioned in this document are properties and trademarks or registered
trademarks of their respective companies.
__________________________________________________________________________________________________
Icon Time Systems, Inc.
15201 NW Greenbrier Pkwy.
STE A1
Beaverton, OR 97006
Phone: [phone]
[e-mail]
www.icontime.com

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RTC-1000 2.5 Universal Time Clock User Guide
Table of Contents
RTC-1000 2.5 Universal Time Clock User Guide..................................................................................................................................3
Table of Contents ..............................................................................................................................................................................3
Chapter 1 | Getting Familiar with Your Time Clock............................................................................................................................6
Introduction ..........................................................................................................................................................................................6
Welcome........................................................................................................................................................................6
System Requirements....................................................................................................................................................6
Features .........................................................................................................................................................................6
Feature Comparison Chart .......................................................................................................................................................... 7
Upgrade Comparison Chart .........................................................................................................................................................8
Connection / Setup ........................................................................................................................................................8
Logging In.......................................................................................................................................................................8
Support and Troubleshooting........................................................................................................................................9
Payroll Interfaces ...........................................................................................................................................................9
Register your Time Clock ...............................................................................................................................................9
Navigating the Time Clock Software .....................................................................................................................................................9
Home Page...................................................................................................................................................................10
Current Alerts ............................................................................................................................................................................ 10
Lists Menu....................................................................................................................................................................10
Reports Menu ..............................................................................................................................................................10
Files Menu ...................................................................................................................................................................10
Settings Menu..............................................................................................................................................................10
Help Menu ...................................................................................................................................................................10
Using Your Time Clock Terminal..........................................................................................................................................................11
Time Clock Key Functions ............................................................................................................................................11
Employee Functions at the Clock.................................................................................................................................11
Punching In and Out ..................................................................................................................................................................11
Proximity Badge Entry ...............................................................................................................................................................12
Web Punch Time Clock Entry.....................................................................................................................................................13
Tracking Paid Breaks ..................................................................................................................................................................13
Department Change (Punch In and Transfer)............................................................................................................................13
Entering Tips, Job Numbers or Piece Counts ............................................................................................................................. 14
Chapter 2 | Setting Your Time Clock Preferences ............................................................................................................................15
Setting Your Pay Preferences ..............................................................................................................................................................15
Setting Your Overtime Preferences.....................................................................................................................................................15
Setting Your Punch Preferences..........................................................................................................................................................16
Setting Employee Input Preferences...................................................................................................................................................17
Setting Your Device Preferences ......................................................................................................................................................... 18
Setting Your Alert Preferences............................................................................................................................................................19
Alert Setup...................................................................................................................................................................20
Creating Custom Fields........................................................................................................................................................................ 20
Chapter 3 | Setting Up Your Employees...........................................................................................................................................22
Employee List ......................................................................................................................................................................................22
Adding Employees...............................................................................................................................................................................22
Employee Information .................................................................................................................................................23
Employee Settings .......................................................................................................................................................23
Lunch Time Deduction.................................................................................................................................................24
Web Punch Time Clock Settings ..................................................................................................................................24
Accrual Settings (Upgrade Required)...........................................................................................................................25
Delete Employee’s Punches.........................................................................................................................................25
Chapter 4 | Departments and Supervisors.......................................................................................................................................26

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Departments ....................................................................................................................................................................................... 26
Customize Your Departments......................................................................................................................................26
Assigning/Changing Departments ...............................................................................................................................26
Removing a Department............................................................................................................................................................ 27
Punching In/Out of a Department ...............................................................................................................................27
Supervisors..........................................................................................................................................................................................27
Setting Supervisor Permissions....................................................................................................................................27
Assigning Employees to a Supervisor ..........................................................................................................................28
Supervisor Login ..........................................................................................................................................................29
Chapter 5 | Generating Reports ......................................................................................................................................................30
Reports Overview................................................................................................................................................................................30
Adding a Punch ............................................................................................................................................................30
Adding Non-Work Hours (Holiday and Non-Worked) .................................................................................................31
Editing a Punch ............................................................................................................................................................32
Viewing Additional Reporting Details ..........................................................................................................................32
Using the Attendance Report..............................................................................................................................................................33
Using the Timecard Report .................................................................................................................................................................33
Using the Department Report.............................................................................................................................................................34
Using the Timecards by Department Report ......................................................................................................................................34
Creating Custom Reports ....................................................................................................................................................................34
Chapter 6 | Maintaining Your Time Clock ........................................................................................................................................36
Creating a Data Backup .......................................................................................................................................................................36
Data Backup from the Software Interface...................................................................................................................36
Data Backup to a USB Flash Drive................................................................................................................................36
Restore Time Clock Data Backup......................................................................................................................................................... 37
Restore a Time Clock Data Backup from the Software Interface ................................................................................37
Restore a Time Clock Data Backup from a USB Flash Drive.........................................................................................37
Removing Data from Your Application................................................................................................................................................37
Updating Your Time Clock ................................................................................................................................................................... 38
Updating Your Time Clock from the Software Interface .............................................................................................38
Updating Your Time Clock Using a USB Flash Drive.....................................................................................................39
Resetting Your Time Clock Passwords.................................................................................................................................................39
Resetting the Software Interface Password ................................................................................................................39
Resetting the Supervisor Mode Security Code ............................................................................................................39
Changing Your Time Clock Software Interface Password ............................................................................................40
Changing the Time on the Time Clock Terminal .................................................................................................................................40
Chapter 7 | Alternate Employee Entry Options ...............................................................................................................................41
Web Punch Time Clock........................................................................................................................................................................41
Setting Up Your Employees - Web Punch Time Clock .................................................................................................41
Punching In/Out Using Web Punch Time Clock ...........................................................................................................42
Clocking In/Out from GPS Enabled Smart Phone –Location Tracking ........................................................................42
IP Address Restriction .........................................................................................................................................................................43
Setting Authorized IP Addresses Globally....................................................................................................................43
Setting Authorized IP Addresses by Employee....................................................................................................................................43
Running Reports with the Web Punch Time Clock ......................................................................................................44
Using Proximity Badges....................................................................................................................................................................... 44
Assigning Proximity Badges to an Employee ...............................................................................................................44
Locking the Time Clock Terminal Keypad ....................................................................................................................45
Punching In/Out Using Proximity Badges ....................................................................................................................45
Chapter 8 | Software Upgrades .......................................................................................................................................................46
Installing Software Upgrades ..............................................................................................................................................................46
Employee Capacity Upgrades..............................................................................................................................................................46
Web Punch Time Clock........................................................................................................................................................................46
Benefit Tracking Upgrade....................................................................................................................................................................47
Enhanced Overtime Preferences ...............................................................................................................................................47

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Non-worked Hours and Benefit Time (Vacation, Sick, Personal).................................................................................47
Customizing Benefit Accrual Rules ............................................................................................................................................48
Using Accrued Benefit Hours (Vacation, Sick, Personal)............................................................................................................48
Revision Zones ........................................................................................................................................................................... 49
Email Alerts Upgrade...........................................................................................................................................................................50
Outgoing Email Settings (SMTP Server).......................................................................................................................50
Common SMTP Server Settings .................................................................................................................................................51
Setting up Email Alerts ................................................................................................................................................52
Enabling SSL Server - Data Encryption.........................................................................................................................53
Chapter 9 | Multi-clock Configuration .............................................................................................................................................54
Connecting Multiple Time Clocks........................................................................................................................................................ 54
Set Up the Parent Clock...............................................................................................................................................54
Set Up the Child Clock(s)..............................................................................................................................................54
Additional Child Clock Settings Available in Supervisor Mode ..................................................................................................55
Chapter 10 | Configure the Time Clock for Remote Access ..............................................................................................................57
System Requirements: ........................................................................................................................................................................57
Step 1: Set Up the Universal Time Clock on the Local Network..........................................................................................................57
Step 2: Router Configuration ..............................................................................................................................................................57
Assign a Static IP Address to the Time Clock ...............................................................................................................58
Set Up Port Forwarding on the Router................................................................................................................................................ 58
Step 3: Connect to Your Universal Time Clock over the Internet .......................................................................................................59
Remote Connection Frequently Asked Questions ..............................................................................................................................60
Troubleshooting Remote Connection Problems .................................................................................................................................60
Standard Remote Connection Setup Diagram.............................................................................................................61
Connect Clocks Remotely with Multi-clock Diagram...................................................................................................62
Troubleshooting & Frequently Asked Questions .............................................................................................................................63
Frequently Asked Questions ............................................................................................................................................................... 63
Warranty Information .....................................................................................................................................................................65
FCC Part 15 ......................................................................................................................................................................................67

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Chapter 1 | Getting Familiar with Your Time Clock
Introduction
Welcome
Welcome to Universal Time Clock 2.5 software!
Thank you for choosing Icon Time Systems, we appreciate your business.
Our mission is to provide our customers with ease-of-mind through our quality products and excellent customer service. All of us at
Icon Time Systems wish to thank you for placing your trust in our products. We pride ourselves on being innovators in the time and
attendance industry, by developing products that are quick to install, simple to operate and reliable.
Use this guide to learn how to use your Universal Time Clock to perform essential tasks that will make tracking employee time, as
well as your payroll processes, more efficient.
The Universal Time Clock system offers breakthrough web-enabled technology that brings the simplicity of embedded software to
your time and attendance system, all without requiring Internet access. With the Universal Time Clock, you will be able to track and
manage your employees’ time and attendance, add employees, edit timecards, run and export reports, and much more directly from
your Web browser.
Your Universal Time Clock can be connected directly to your computer via USB, Ethernet connection, or to your network via
Ethernet. For instructions on connecting your employee time clock, please refer to the Quick Start Guide that came in your time
clock package.
System Requirements
Windows PC, Mac, Linux, Android, iOS, or any other device that uses a web browser.
One available Ethernet port for a Network connection, or an available USB port on a Windows based PC.
If connecting remotely over the Internet, Network and Internet connection is required.
USB connection requires Windows Operating System (XP and above).
QuickBooks Plug-in, Paychex Online Payroll Export and the ADP Export programs require Windows Operating System (XP
and above) and can be found on the Setup Wizard / Documentation CD included.
Note: If you are using your Universal Time Clock with a Macintosh computer, you must connect your time clock to your
Network using Ethernet.
Features
The Universal Employee Time Clock can be found in two distinct models: the SB-100 PRO 2.5 and the RTC-1000 2.5.
The SB-100 PRO 2.5 Universal Time Clock offers a basic set of features at an entry level price and is designed for small
companies that do not require a lot of features. The SB-100 PRO 2.5 comes standard with 25 employees and is upgradeable
up to 250 employees.

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The RTC-1000 2.5 Universal Time Clock is the perfect fit for a growing business that requires a time clock that can keep up
with changing needs. This time clock is ideal for those companies looking for a feature-rich product that is fully supported
by a nationwide network of experts. The RTC-1000 2.5 comes standard with 50 employees and is upgradeable up to 250
employees.
Feature Comparison Chart
Feature
SB-100 PRO
RTC-1000
Employee Capacity
25
(upgrade to 250)
50
(upgrade to 250)
Proximity Entry
Badges Sold
Separately
15 Badges Included
Remote Internet Access Option
Additional Setup
Required
Additional Setup
Required
Paid Break Tracking
QuickBooks, ADP and Paychex Online
Payroll Interface
Auto Deduct Lunch
Timecard & Attendance Report
Holiday / NonWorked Hours Tracking
Global Add Hours (add hours for multiple
employees, with a single transaction)
Track Tips, Job Numbers, or Piece Counts
Department Support
Timecard by Department Report
Supervisor Logins with Employee
Assignment
Connect Up-to 16 Clocks Together (250
employee max)
Custom Employee PIN #
Customize Report Filter Options
Notes by the Punch
Employee Web Punch Entry
5 Employee License
Included

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Upgrade Comparison Chart
Connection / Setup
Refer to the Universal Time Clock Quick Start Guide for instructions on setting up your employee time clock's connection and logging
into your time clock for the first time.
You can find a copy of the Quick Start Guide on the Setup Wizard / Documentation CD supplied with the time clock or on our
website at the link below.
http://www.icontime.com/index.php/support/knowledge-base-search/44-user-manuals/312-rtc-1000-2-5-quick-start-guide
Logging In
To log in and view employee information and punch details, enter the time clock’s assigned Internet Protocol (IP) address into your
Internet browser address field. You will not need to enter www at the beginning of the address.
You must enter the address exactly as displayed below. For example, if the assigned address is 192.168.2.103, enter that text directly
into the address field, preceded with “http://”.
Note: If you are logging in using USB, click the Employee Time Clock Login icon on your desktop or follow the same
instructions described above, entering 127.0.0.1 as the IP address.
Upgrade Feature
SB-100 PRO
RTC-1000
Benefit Tracking
Accrue Benefit Hours for Vacation, Sick,
and Personal Time
Additional Overtime Options
Upgrade Employee Capacity
50, 100 or 250
100 or 250
Proximity Entry Badges
Wave badge in front of clock, to clock In or
Out
Sold in packs of 15 or 25
Badges Sold
Separately
15 Badges
Included
Employee Web Punch Entry
Clock In/Out from Web browser on Smart
Phone, Tablet or work station
Sold in packs of 5, maximum of 25
employees can use Web Punch entry
5 Employee
License Included
Email Alerts
Send email alerts to Supervisor for high
hours, low hours, approaching overtime
SSL Data Encryption for increased security

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Support and Troubleshooting
For your convenience, troubleshooting tips and how-tos can be found in Chapter 8 | Troubleshooting and Frequently Asked
Questions. In addition, our technical support site lists more troubleshooting tips and how-tos to assist you with the Universal Time
Clock. You can reach this site at www.support.icontime.com.
This system includes a 30-day trial of our Gold Technical Support Plan, which includes unlimited telephone support and remote
assistance. Support can be reached Monday through Friday from 7:30am to 4:30pm (PST) at [phone] option 1 or via email at
[email protected].
Payroll Interfaces
Your time clock package includes QuickBooks, Paychex Online Payroll, and ADP Payroll Export interfaces, as well as a CSV export.
The QuickBooks Plug-in, Paychex Online Payroll, and ADP Payroll Export programs are compatible with Windows operating systems
only.
To download the Payroll Export program, click on the appropriate link below:
QuickBooks –www.icontime.com/utc-quickbooks-export
Paychex Online Payroll –www.icontime.com/utc-paychex-online-payroll-export
ADP –www.icontime.com/utc-adp-payroll-export
Register your Time Clock
We highly recommend that you register your employee time clock to ensure that you receive email notification of free software
updates, instate your manufacturer’s warranty, and 30 days of free technical support.
Register Your Time Clock at - www.icontime.com/universal_time_clock_registration.asp
Navigating the Time Clock Software
The time clock interface is designed to allow you to quickly and easily complete your tasks and run your reports. In this chapter you
will learn how to navigate through your time clock application. Application navigation is done through six distinct menus: Home,
Lists, Reports, Files, Settings, and Help. Moving your mouse cursor over each icon displays the individual drop-down menu items.

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Home Page
When you first log into your time clock application, the Home page displays automatically. The Home page provides a quick glance at
the activity on your time clock, including notifications of custom alerts. The Home page also contains helpful links to configure your
software.
Current Alerts
The Home page displays important system alerts and time clock activity alerts.
For instructions on customizing your alert settings, refer to Setting Your Alert Preferences in Chapter 2.
When you no longer want to be notified of a particular task or alert, check the checkbox next to that item in the IGNORE column,
and click Submit. If you would like to see past alerts, click Show All.
To view the details of the alert, click the alert link in the ALERT/TASK list.
Lists Menu
Use the Lists menu for adding, modifying or deleting employees, departments, supervisors, or enabling or disabling additional time
clocks connected to the system. Refer to Chapter 3 | Setting Up Your Employees for instructions on setting up employees, and
Chapter 4 | Departments and Supervisors for instructions on configuring departments and additional time clock supervisors.
Reports Menu
Your time clock comes with four reports that make it quick and easy to get the information you need to complete your work and
process payroll. In addition, with the Create Report option, you can run custom filters for specific punch times, dates, employees,
and departments. Use the Reports menu to access the reports. Refer to Chapter 5 | Generating Reports, for additional information
on generating and customizing reports.
Files Menu
Use the Files menu to back up data, restore data back-ups, delete unneeded data, and update your employee time clock. Refer to
Chapter 6 | Maintaining Your Time Clock, for additional information on time clock maintenance.
Settings Menu
Use the Settings menu to customize your payroll, overtime, punch, device, and alert preferences. Before running any reports, set
your preferences as described in Chapter 2 | Setting Your Time Clock Preferences.
Help Menu
The Help menu gives you quick access to the Help Center and to view the About Your Clock page for your time clock.

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Using Your Time Clock Terminal
It is important for you to understand the features and functions available on your time clock terminal. Take the time to familiarize
yourself with these features. In this section, we will give a brief overview of the features available.
Time Clock Key Functions
In/Out - Used by the employee to punch IN or OUT.
Break/Department Transfer - Used by the employee to
transfer into a Department or Paid Break.
Info - Displays daily and weekly hourly totals for the
employee.
Supervisor Mode - Allows supervisor to access
advanced employee time clock terminal options.
or - Used to scroll up or down through menu
options.
Enter - Selects and saves menu options.
Clear - Returns user to the previous menu option.
Employee Functions at the Clock
Employees use the time clock to enter their work information. This section describes how employees will use the time clock for daily
activities.
Punching In and Out
The employee procedure to punch In and Out at the time clock may vary depending on the entry method selected. Refer to Chapter
3 | Setting Up Your Employees, for additional information.
The punch entry method procedures are described below.
Validated Entry Method
The Validated Entry Method is the most common and recommended method for punching In/Out with the time clock.
Enter the assigned PIN/badge number on the time clock terminal. The employee name displays on the time clock.1.
Under the display name, the In and Out options display. One of these options will be flashing.
Press the corresponding In or Out key on the time clock. Once the punch is accepted, a message displays stating they2.
punched In or Out.
After an employee punches Out, the total hours worked for the shift displays on the time clock display. Additional3.
hours information can be viewed by pressing the Up or Down key on the time clock.
Note: The Show Hours option is activated in the Device Preferences tab as discussed in Chapter 2 | Setting Your Time
Clock Preferences.
In/Out
Clear
Up/Down
Enter
Supervisor
Mode
Info/Hours
Look Up
Break
Department
Transfer

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Non-Validated Entry Method
Enter the assigned PIN/badge number on the time clock terminal. The employee name displays on the time clock.1.
Under the display name, the In and Out options display.
Press the corresponding In or Out key on the time clock. Once the punch is accepted, a message displays stating they2.
punched In or Out.
After an employee punches Out, the total hours worked by the employee for the shift can be viewed on the time clock3.
display. Additional hour information is available by pressing the Up or Down key. This will display the total hours for
the day and the week.
Automatic Entry Method
This method is also known as "Swipe and Go". By entering your assigned PIN/badge number on the time clock terminal:
The time clock displays the employee name and Entry Recorded. You are not allowed to make any other selections at1.
the employee time clock terminal. This provides a simple and quick method for punching In and Out at the employee
time clock.
The employee time clock automatically determines if the punch is an In or Out punch.2.
Note: You cannot use Show Hours at the employee time clock terminal, make any lunch override, or hours adjustments
to these types of punches. Refer to Adding a Punch in Chapter 4, for additional information.
Proximity Badge Entry
Proximity badges allow employees to punch In/Out by waving the badge in front of the time clock keypad. There are many benefits
to using proximity badges; minimizing buddy punching, quicker punching in and out, and no PIN to memorize.
Proximity badges are assigned at the time clock terminal. Follow the instructions below to assign a proximity badge to an employee.
Enter into Supervisor Mode at the time clock terminal.1.
Press on the time clock terminal.
Enter your security code. The default security code is 00 00 00.
Scroll through the options using the Up or Down key until you find Assign Badges, then press Enter.2.
The time clock will display Enter ID Number. Use the keypad to enter the assigned PIN/badge number of the employee3.
you wish to assign the badge, press Enter.
Wave the badge in front of the time clock keypad (over the 5 key is the optimal location to wave the badge). The time4.
clock displays Assigned when the badge is assigned to the employee.
The employee can now use the badge to punch In and Out. Repeat the steps above for each employee.
Note: To assign a proximity badge to an employee from the software interface, enter the 9-digit code, found on the back
of the badge into the PIN/Badges field on the Edit an Employee screen. If this option is used, the employee must
enter the 9-digit code as their assigned PIN.

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Web Punch Time Clock Entry
The Web Punch Time Clock allows you to capture your employees’ time anytime, anywhere using a web browser from any device on
the network (LAN, WAN) or Internet. The RTC-1000 2.5 comes with a 5 employee Web Punch Time Clock license.
For employees or supervisors to access the time clock application remotely over the Internet, additional set up is required. Refer to
Chapter 10 | Configure the Time Clock for Remote Access for more details.
Web Punch Time Clock is offered in packages of 5 licenses and will allow a maximum of 25 employees to clock In using a Web
browser on their PC, smart phone or tablet. For more detailed information on the Web Punch Time Clock, refer to Chapter 8 |
Software Upgrades.
For instructions on assigning Web Punch Time Clock licenses, refer to Chapter 7 | Alternate Employee Entry Options.
Tracking Paid Breaks
The Universal Time Clock includes one department that can be used to track paid breaks. Tracking paid breaks allows you to better
manage the time your employees are taking during their paid break periods.
Note: This option must be activated for each individual employee, as discussed in Chapter 3 | Setting Up Your
Employees.
To track time that an employee spends on their paid break, the employee must be assigned to the break department and must
transfer into the break department.
To transfer into the break department, follow the instructions below. The employee must already be punched In to the employee
time clock.
Enter the assigned PIN/badge number on the time clock terminal, or wave the proximity badge in front of the number1.
pad.
Instead of pressing Out, press the Break/Department Transfer key on the time clock
2.
3. A message stating “Going To... Break” displays on the time clock. To clock into break, press Enter. This punches the
employee out of the work department and into the break department.
To transfer out of the break department and back to work:
1. Enter your PIN/badge number at the time clock terminal, or wave the proximity badge in front of the number pad.
2. Instead of pressing In or Out, press the Break/Department Transfer key on the time clock.
3. A message stating “Going To... Break” displays on the time clock. Press Up or Down to select the work department. To
punch out of break and into work, press Enter. This punches the employee out of the break department and into the
work department.
Department Change (Punch In and Transfer)
The RTC-1000 2.5 Universal Time Clock can track time spent by an employee in a particular department. Employees can be assigned
to multiple departments and will be prompted to select their department when punching In.
To punch into a department, follow the instructions below.

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Enter the assigned PIN/badge number at the time clock or wave the proximity badge in front of the number pad, then1.
press In.
Use the Up or Down key to select the applicable department.
2.
Press Enter.3.
By pressing the Break/Department Transfer key, the employee has the ability to quickly transfer from one department to
another.
If an employee needs to punch out of one department and into another department, enter the assigned PIN/badge1.
number at the time clock or wave the proximity badge in front of the number pad, then press the Break/Department
Transfer key.
Use the Up or Down keys to select the desired department. Press Enter to punch into that department. The employee2.
is automatically punched out of the previous department.
Entering Tips, Job Numbers or Piece Counts
The RTC-1000 2.5 allows an employee to enter additional data at the clock (Employee Inputs) on either an In or Out punch.
Employee Inputs are used to track employee tips, piece counts, or job numbers. This optional data will be recorded on the Timecard
Report.
Employee Inputs can be configured to collect data on either the In punch or Out punch. Follow the instructions below to collect
employee input data on the In punch.
Note: This option must be activated under Setting Your Punch Preferences and for each individual employee, as
discussed in Chapter 3 | Setting Up Your Employees.
Collecting Employee Inputs on an In Punch
Enter the assigned PIN/badge number at the time clock or wave the proximity badge in front of the number pad, then1.
press In.
If multiple departments are assigned, use the Up or Down key to select the applicable department.2.
Press Enter.3.
When prompted, enter the Employee Input value.4.
Press Enter.5.
Collecting Employee Inputs on an Out Punch
Enter the assigned PIN/badge number at the time clock or wave the proximity badge in front of the number pad, then1.
press OUT.
Press Enter.2.
When prompted, enter the Employee Input value.3.
Press Enter4.

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Chapter 2 | Setting Your Time Clock Preferences
Before accurate reports can be generated and employee punch details are calculated correctly, you must set your time clock rules
and preferences.
Setting Your Pay Preferences
You can access your Pay Preferences in one of two ways:
Click Set up Your Pay Period in the Alert/Task list
Select Preferences from the Settings menu.
Follow the instructions below to set your Pay Preferences.
Select the applicable option from the Pay Period Type drop-down1.
menu:
Weekly - Employees are paid once per week
Bi-Weekly - Employees are paid every two weeks
Semi-Monthly - Employees are paid twice per month
Monthly - Employees are paid once per month
If you select the semi-monthly pay period, two additional date fields2.
display that must be completed.
Type the first day of the month that your pay period begins in the Start Semi-Monthly on field.
Type the second day of the month that your pay period begins in the and on field.
Click in the Last Pay Start field to open the calendar and select the date that your previous pay period started.3.
Tip: Use the << and >> arrows to select the year. Use the < and > arrows to select the month.
Click in the This Pay Start field to open the calendar and select the date that your current pay period started.4.
Click in the Next Pay Start field to open the calendar and select the date that your next pay period will start.5.
Type the time of day that your workday begins in the Day Start field. You only need to modify this setting if your6.
company has a 24-hour work schedule and needs to accommodate overnight shifts; it is recommended that this setting
remain at 12:00am.
Select the day of the week that your work week begins from the Week Start drop-down menu. The company's weekly7.
overtime calculations are based on this setting.
Setting Your Overtime Preferences
Your Overtime Preference settings are on the Pay tab under Payroll
Preferences. The Universal Time Clock comes standard with two levels of daily
and weekly overtime and consecutive day overtime.
Overtime (OT1) is calculated at time-and-a-half (1.5) the rate of pay, and
double overtime (OT2) is calculated at two times the rate of pay (2.0).
Follow the instructions below to set your Overtime Preferences.

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To set daily overtime rules, type the number of hours an employee must work in one day before they receive overtime1.
pay in the Day OT1 After and the Day OT2 After fields as required. If your company does not pay daily overtime, type
99.
To set weekly overtime rules, type the number of hours an employee must work in one week before they receive2.
overtime pay in the Week OT1 After and the Week OT2 After fields as required. If your company does not pay weekly
overtime, type 99.
To set consecutive day overtime rules, change the Consecutive Day OT drop-down menu to Yes. This option will pay3.
OT1 and/or OT2 as selected to employees on the seventh consecutive day of work, regardless of hours worked during
the work week. This rule is most commonly used by unions and in California. If your company does not pay consecutive
overtime, change the Consecutive Day OT drop-down menu to No.
Note: Making a change to the overtime options prompts the time clock to restart. Doing so will make the time clock
unavailable until the clock fully reboots.
Click Submit to save your settings and return to the Home page.4.
Setting Your Punch Preferences
Select Settings | Preferences and click on the Punch tab. The Punch Preferences section displays.
Note: The rounding rule selected affects all punches system wide. The original punch time remains unchanged on the
employee timecard. The punch hours round according to the rounding rules set.
Follow the instructions below to set your Punch Preferences.
Select the applicable rounding type from the Rounding Type drop-1.
down menu. The available rounding types are:
None: (No Rounding) Accumulates 100% of all time registered on
the clock.
15 Minute (7/8 Rounding): Rounds and calculates punches to
the nearest quarter hour (15 minutes). The split occurs in the middle of each quarter hour.
To illustrate: An In punch of 7 minutes 59 seconds rounds back
An In punch of 8 minutes 00 seconds rounds forward
Example: An In punch of 7:52am would calculate as 7:45 a.m.
An In punch of 7:53am would calculate as 8:00 a.m.
15 Minute Slant (10/5 In, 5/10 Out): Quarter hour rounding similar to above except the break point occurs on the
5th minute or 10th minute depending on whether it is an In punch or an Out punch.
To illustrate: An In punch of 4 minutes 59 seconds rounds back
An In punch of 5 minutes 00 seconds rounds forward
An Out punch of 9 minutes 59 seconds rounds back
An OUT punch of 10 minutes 00 seconds rounds forward
Example: An In punch at 7:49am would calculate as 7:45 a.m.
An In punch at 7:50am would calculate as 8:00 a.m.

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10th Hour: Rather than rounding the punch hours, this selection calculates punches from the tenth hour point and
advances each six minutes.
To Illustrate: An In punch from :00 minutes after the hour to :05 after the hour
rounds to the top of the hour (.0).
An In punch from :30 minutes after the hour to :35 minutes
after the hour rounds to .5.
Example: An In punch at 7:30am would calculate at 7.5 a.m.
An Out punch at 4:05pm would calculate as 4.0 p.m.
The Automatic Punches become IN at field automatically makes the next punch an In punch after a determined2.
number of hours. This option is convenient if an employee forgets to punch Out.
This option is only used when an employee entry method is set to Automatic. Refer to Chapter 3 | Setting Up Your
Employees, for additional information.
Check the Flag edits on reports checkbox to flag manually edited punches on reports. If checked, all edited punches are3.
marked with E.
Type the number of minutes in the Reject Like Punches within field. If an employee accidentally tries to enter the same4.
type of punch at the time clock, within the minutes specified, the second punch is ignored.
Click Submit to save your settings and return to the Home page.5.
Note: Making a change to the rounding options will prompt the time clock to restart. Doing so will make the time clock
unavailable until the clock fully reboots.
Setting Employee Input Preferences
Your time clock can allow an employee to enter data at the clock (Employee Inputs) on either an In or Out punch. Employee Inputs
are used to track employee tips, piece counts, or job numbers. This optional data will be recorded on the Timecards and Timecards
by Dept. Report.
Select Settings | Preferences and click on the Punch tab. The Punch Preferences screen displays.
Follow the instructions below to set your Employee Input Preferences.
Enable Employee Inputs by selecting Enabled in the Track Employee1.
Inputs drop-down menu. Additional Employee Input options will
display.
Enter a custom name for the Employee Input. Common names may2.
be; Tips, Job #, Piece Counts.

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Select the applicable Collection Type from the drop-down menu.3.
Currency: used for collecting tips or other currency related data.
Number: used for collecting any non-currency related numerical data such as, piece counts or job numbers.
To determine whether the employee will enter the data on the In punch or Out punch, select the applicable Collect On4.
value from the drop-down menu.
If you would like to total the data on the Timecard report, select the Show Totals check box.5.
Setting Your Device Preferences
Select Settings | Preferences and click on the Device tab to go to the Device Preferences screen. Important information such as your
Database Version, Software Version, and time clock serial number will appear at the top of this section
Follow the instructions below to set your Device Preferences.
Select if you want to display minutes on your reports in decimal or1.
hh:mm (minutes) format from the Calculated Time Format drop-
down menu.
Select the length of the custom employee PIN (ID number) from the2.
PIN Number Length drop-down menu. Customize employee PINs
(ID numbers) in the Edit an Employee screen. Refer to Chapter 3 |
Setting Up Your Employees, for additional information.
Check the Hide Employee PIN checkbox to hide employee PINs (ID3.
numbers) at the time clock terminal, preventing coworkers from
viewing another employee’s PIN.
Use System Prompt 1, 2, and 3fields to set up to three custom4.
prompts at the employee time clock terminal. The default system
prompt on the time clock display is Enter ID Number.
Companies often use this feature for employees that speak
languages other than English and to send global messages to employees.
Example:
Marque Su Numero
Work Safely
Closed Tomorrow
Type a unique 6-digit security code in the Supervisor Code field to secure the employee time clock.5.
Important: You need this code to access Supervisor Mode on the employee time clock. The default supervisor code is
00 00 00.
Check the Lock Keypad checkbox to lock the keypad and prevent keypad entry of employee ID numbers (PIN) at the6.
employee time clock. Use this option if you purchased proximity badges for your employee time clock and you do not
want employees using the keypad.
Check the Use Daylight Savings checkbox if you want the time clock to automatically adjust time for daylight savings.7.
Select the default time frame to view when you open the Attendance Report screen from the Default Attendance8.
Report To drop-down menu.

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Select the default time frame to view when you open the Timecards Report screen from the Default Timecard Report9.
To drop-down menu.
Type the number of minutes to set how often alerts on the Home page refresh in the Refresh Home Page Every field. If
10.
your system runs slow, type a larger number for the refresh time.
Check the Use Popup Windows for Edits checkbox to have a separate pop-up window display when editing a punch in11.
a report screen. This allows you to view the original report screen in the background while you edit. We recommend
keeping this option checked.
Check the Show total hours at the clock checkbox to have the time clock automatically report the employee’s total 12.
daily hours after the employee punches out.
Click Submit to save your settings and return to the Home page.13.
Use SSL Server (Upgrade Required): This option is visible when the Email Alerts upgrade pack is enabled. Use SSL data
encryption to encrypt data, ensuring all data passed between the time clock and web browser remains private.
Multi-clock Preferences: Multi-clock refers to multiple time clocks connected together to share one software. For
additional information on setting up multi-clock preferences, refer to Chapter 9 | Multi-clock Configuration.
Web Punch Preferences: For additional information on setting up your Web Punch Preferences, refer to Chapter 7 |
Alternate Employee Entry Options.
SMTP Preferences (Upgrade Required): SMTP Preferences (Outgoing Email Settings) should be customized if you wish to
receive automatic email alerts or email the Timecard Report to an individual. An SMTP server is a computer that receives
outgoing mail messages from users and routes them to their intended recipients. For additional information on setting up
your SMTP server, refer to Chapter 8 | Software Upgrades.
Setting Your Alert Preferences
Select Settings | Preferences and click on the Alert tab to setup the alert notices displayed on the Home page. The Home page
updates based on your time setting for the Check Alerts Every field described below.
Type the least amount of hours an employee can work per punch in the Alert Low Hours at field. If an employee works1.
fewer hours in a shift than is specified, an alert generates. To disable this alert, set the alert value to 0.
Type the maximum amount of hours an employee can work per shift in the Alert High Hours at field. If an employee2.
works a shift more than the hours specified, an alert generates. To disable this alert, set the alert value to 99.
Type the number of hours an employee can work before daily overtime goes into effect in the Alert Day Overtime OT3.
at field. This option triggers an alert before employees reach daily overtime by using the daily overtime value that you
set under Overtime Preferences.
Example: If you have Day OT1
set to 8 hours and Alert Day Overtime
OT set to 2 hours, an alert posts to the
Home page when the employee
reaches 6 hours worked for the day.
Type the number of hours an employee can work4.
before weekly overtime goes into effect for an
employee in the Alert Week Overtime OT at field.

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This option triggers an alert before employees reach weekly overtime by using the weekly overtime value that you set
under Overtime Preferences.
Example: If you have Week OT1 set to 40 hours and Alert Week Overtime OT set to 8 hours, an
alert posts to the Home page when the employee reaches 32 hours worked for the week.
Type the number of minutes to check alerts in the Check Alerts Every field. New alerts are checked and posted to the5.
Home page based on the time entered here. To maximize system speed and performance, we recommend setting this
value to 10 minutes or more.
Click Submit to save your settings and return to the Home page.6.
For additional Alert configuration, select Settings | Alert Setup.
Alert Setup
Using the Alert Preferences set earlier, select Settings | Alerts Setup, and follow the instructions below to set up Home page and
email alerts (with Email Alerts Upgrade).
Enabling/Disabling Alerts: To disable an alert, deselect the checkbox in the far left column. This prevents the alert from
being posted on the Home page
Lifetime: Use the drop-down menus under the Lifetime column to select the amount of time the alert remains on the Home
page. After that time, the alert is automatically removed.
E-mail: If you have purchased the Email Alerts upgrade, select how often you would like an e-mail alert sent from this drop-
down menu. See Email Alerts Upgrade for more information.
Repeat: If you have purchased the Email Alerts upgrade, select how often
you would like an e-mail alert to be resent from this drop-down menu.
Recipient: If you have purchased the Email Alerts upgrade, type the alert
recipient’s e-mail address. For multiple addresses, add a space or comma in
between each e-mail address.
Tip: We recommend disabling any unused alerts to minimize the
resources used by your time clock and optimize system
performance.
Creating Custom Fields
The Universal Time Clock offers 10 additional fields for tracking static information in Custom Fields. These fields display in the
system or employee pages.
ADP EXPORT: Use the Custom Field to track the employee’s ADP Payroll ID. Refer to the ADP Export User guide installed
with the ADP Payroll Export for instructions.
System: These fields display on the bottom of the Custom Fields page.
Employee: These fields display on the bottom of each employee’s Edit Employee page.