Visit Us on Facebook!
Follow us on Twitter!
Read Our Blog!
Procare Technical Support...
Help is Only a Click Away!
800-964-1729
Mon.-Fri. 6:00 am - 4:00 pm PST
HomeResourcesResourcesVideosVideosWebinarsFAQsForumProcare SoftwareCommunityContact
 
  1. You must log on to Procare as a System Supervisor.
  2. From the Procare Home screen go to Configuration > System > Regions & Schools.
  3. Dbl-click the Region, or click once to select it then click the Set Options button.
  4. Choose the Employee Data section (left side) and scroll down to the Pay Period Information section.
  5. Select the Pay Period Type like "Every Week", "Every 2 Weeks", "Twice A Month", etc.

    6. Note: Choose "Custom" if your pay periods do not fit a standard pattern. See article: Custom Pay Periods.

  6. Select a Start Date 1 and click Save. This is the date your first pay period began. If you pay weekly the start date is typically the first Monday of the year.
    1. Use the Show Pay Periods button (bottom of screen) to see how the pay periods cascade through the current year.
    2. If needed change the Start Date (click Save) and use Show Pay Periods again until they are appropriate for your situation.
  7. If you pay twice a month select a Start Date 2 and click Save (otherwise ignore this setting). This is the date your second pay period began.

    8. Example: If your first pay period ran from the 1st to the 15th your second pay period would start on the 16th.



It's easy to mark an employee as "hidden" or change them to be visible again. Although you may hide an employee for any reason most often it is because they are no longer employed.

To mark an employee as "hidden" (or to un-hide them):
  1. Look Up the Employee and click the Information & Relationships icon on the toolbar (looks like a 3 people standing together) - or dbl-click their name on the list of employees (left side of screen).

    Note: If you can't look up the family because they are already hidden use the Select Filter to view "All Employees" first.

  2. At the Information & Relationships screen you'll see a check box labeled "Hide Employee" (top right).)
     
    1. To hide the employee check the box and the lightbulb next to it will now be grayed out.
    2. To un-hide the account remove the check mark and the lightbulb will turn back on.

To record unpaid days off for employees:
Video: Time Off Without Pay
  1. Create a Pay Code for the leave type such as Unpaid Time Off.
  2. Make that Pay Code a Benefit Code with a percentage of 0%. This insures no money will be paid out for this code.
  3. Track and post Unpaid Time Off as you would any Employee Sick/Absent Time either directly on the employee time card or through the Batch Post Time Card function.

    4. Note: Since unpaid time off is something an employee generally would not earn as a benefit you probably don't need to post Accrued (Earned) Time for this benefit code. Therefore, the "Balance" tab on the Employee Benefits screen would show as a negative balance, because the time is used but never earned.

tags: unpaid leave, leave of absence, unpaid time off, unpaid absence, time off without pay, unpaid benefit

An employee must be assigned the following items in order to check in or out.
  1. The Work History screen must show their status as "Currently Employed".
  2. A Primary School (location) and Primary Work Area (classroom) must be assigned on the Employee Information & Relationships screen.
  3. A Pay Code (teacher, aide, etc.) must be assigned on the Employee Pay Rate screen.
  4. (Optional) If you intend to use the "Restrict Check In/Out to Schedule" feature in Region/School Options then they must have a schedule.

Video: Restrict Staff Check-In to Scheduled Hrs
Yes. This is often referred to as the "Schedule Adherence" or "Restrict to Schedule" feature. See also: Blog Article - Eliminate Overtime
  1. Log on to Procare as a member of the System Supervisor User Group.
     
  2. From the Procare Home screen go to Configuration > System > Locations & Users > Regions & Schools.
     
  3. To change this setting for all schools in the region click once on the name of the Region (to be sure it is selected) then click the Set Options button (bottom of screen).
     
  4. At the Region Options screen click Employee Data (left side) and scroll down to Time Card Options (See Image).
    1. Set Restrict Check In/Out to Schedule to "True".
       
    2. For the Check in/Checkout Minutes Limit choose the number of minutes grace you will allow them to check in before or after their scheduled hours. For example choosing 10 would let them check in up to 10 minutes before their scheduled start time and 10 minutes after their scheduled end time.

      3. Note: To prevent any overtime you may wish to schedule each person for a bit less than 8 hours, to account for your grace period. Another option would be to schedule them for exactly 8 hours with zero minutes grace (set it to “none”). Then use the option for “rounding” the clock in and out times to allow a person to check in slightly ahead of time, but record their time at the hour. For example, if a person were a few minutes early it could round their time to the closest 15 minute increment, say from 7:53 to exactly 8:00.


If you have a "use it or lose it" policy regarding benefit hours like vacation or sick time you may wish to zero out any unused hours that expire at the end of the year.
  1. To zero out benefit hours go to the Earned tab on the Employee Benefits screen.
  2. Enter the Date as Dec. 31st of last year.
  3. Enter the Hours as a negative amount. For example, if they had 10 unused hours enter it as -10.
  4. Use the appropriate Pay Code (Benefit Code), like "Vacation", and a Comment like “Unused Hours Expired”.



    5. tags: expired vacation, benefits expire, unused vacation, un-used vacation


Use the Maintenance Utility to remove old items from the Employee Benefits screen. Here's how it works:
  1. Since benefits that have been used appear on staff time cards, the Used and Earned tabs of the benefits screen are cleared when you purge old Employee Time Card entries. On the selected date (usually Dec. 31st of the prior year) an off-setting "Balance Forward" entry is automatically made on the Earned tab so the ending balance of vacation, sick time, etc. remains correct.

  2. Planned benefits affect staff schedules so the Planned tab is cleared when you purge old Employee Schedule information.



 
Procare Home | Products
About Procare
Get Social
Procare Community
Procare Blog
Forums
Procare v10 Support
Knowledge Base
Version 9