Accessing and Restricting Employee Timecards

You may want to restrict an employee to entering only their own timecards, with no access to other payroll functions in Sage HRMS Payroll. To provide this type of access, set up the employee as a Timecard user in Administrative Services.

The employee who signs on to Sage HRMS Payroll using this type of User ID will have access to only their own timecard (that is, where the User ID in the employee’s record matches the User ID used by the employee to sign on).

On the desktop, only the Employee Timecards icon displays. Accounting applications, the Macro menu, and Object menu will not display. You cannot set up the employee to have access to any other payroll function.

To Set Up a Timecard User

  1. In Administrative Services, open the Users window, and create a User ID with the account type set to Timecard.
  2. If you have turned on security for your company’s system database, define the access rights for that User ID:
    1. On the Security Groups window, set up a group ID for payroll and that grants access to Employee Timecard Entry.
    2. On the User Authorizations window, assign the Group ID to the User ID.

    Note: If you have not turned on security, you can skip this step. Without security on, users with the account type of Timecard will be limited to the Employee Timecards function.

  3. Open the Employee Payroll window to assign this User ID to the employee’s record.
  4. Do the following on the Pay tab for each employee:
    1. In the User ID field, enter the User ID that the employee will use to sign on to Sage HRMS Payroll.
    2. For each earning//expense/accrual that should be eligible for entry on the employee's timecard, highlight the row in the table and press F9 on your keyboard to open the detail table.
    3. Select the Available In Employee Timecards check box on the detail entry table.

      4. Note: This check box is only available for earnings/expenses/accruals that use a calculation method of hourly rate, sales commission, piece rate, tips, expense reimbursement, sick time accrual, vacation time accrual.

Timecard Users and Selection Lists

An employee with Timecard user access does not require a selection list assignment to enter their own timecards, even if your company uses Employee Level Security. For information about providing timecard access for employees that have the User account type, such as employees who administer payroll functions, see Giving access to all timecard functions.