Pyramid TIMETRAX BIO Reference Manual

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REFERENCE GUIDE IMPORTANT ! READ THESE INSTRUCTIONS BEFORE INSTALLING AND USING THIS PRODUCT. Keep these instructions for future reference. Time and Attendance System ...

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TIME & ATTENDANCE SYSTEM REFERENCE GUIDE ...

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TIMETRAX BIO TIMETRAX BIO PRODUCT & SOFTWARE LICENSING AGREEMENT Copyright © 2001-2006 Pyramid Technologies,LLC Portions of this program Copyright © 1991-2005 Microsoft Corp. Portions of the report generation software are distributed under a li...

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TIME & ATTENDANCE SYSTEM No rental, leasing or commercial hosting. You may not rent, lease, lend, or provide commercial hosting services to third parties with the TimeTrax Bio software. Software Transfer. You may permanent- ly and wholly transfer...

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TIMETRAX BIO 8) LIMITED WARRANTY. Pyramid Technologies, LLC. warrants that (a) the TimeTrax Bio software will, for a period of ninety (90) days from the date of delivery, perform substantially in accordance with Pyramid Technologies, LLC.’s writt...

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TIME & ATTENDANCE SYSTEM TABLE OF CONTENTS What’s in the Box? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Minimum System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ...

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TIMETRAX BIO TimeTrax Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18 Time Source & Sync Standards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19 Setup Tab . . . . . . ....

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1 TIME & ATTENDANCE SYSTEM WHAT’S IN THE BOX? • TimeTrax Bio time recorder • AC Power supply • 50’ flat Cat5 communications cable with RJ45 connectors on both ends • RJ45 to 9-pin (DB9) serial port adapter • User’s Manual wi...

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2 TIMETRAX BIO CABLE INSTALLATION PARTS REFERENCE Central PC TimeTrax Bio (PN TTBIO) RJ45 to DB9 Adapter (PN 41400) AC Power Supply (included in shipping) USB to RS232 Adapter (PN 41685) Standard 115v Wall Power Outlet 50’ White Flat Cat5 Cable (P...

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3 TIME & ATTENDANCE SYSTEM INTRODUCTION Congratulations on your purchase of the Pyramid TimeTrax Bio Time and Attendance System. TimeTrax Bio takes proven biometric technology and combines it with the powerful TimeTrax Bio software to create a ti...

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4 TIMETRAX BIO Using the Fingerprint Scanner The following fingerprint scanning procedure is used for both Fingerprint Registration and regular use. It is recommended that you use the index finger or middle finger for enrollment and the same finger ...

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5 TIME & ATTENDANCE SYSTEM Care for the Fingerprint Reader The following actions could damage the fingerprint reader or cause it not to work properly: • Scratching the surface of the reader with a hard, pointed object. • Scraping the surfa...

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6 TIMETRAX BIO Click NEXT to continue Accept licensing agreement, then click NEXT to continue Enter User Name and Organization. Choose for whom to install the application. Click NEXT to continue INSTALLING THE SOFTWARE ...

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7 TIME & ATTENDANCE SYSTEM Click INSTALL to begin installation When installation is completed, click FINISH Double click the ICON placed on your desktop to begin ...

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8 TIMETRAX BIO LOG IN WINDOW When the program is launched, you are presented with the Log In Form. INITIAL COMMUNICATION FORM After you successfully log in, the system initializes communications with the time recorder attached to the PC. When this is...

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9 TIME & ATTENDANCE SYSTEM TIMETRAX BIO SETUP WIZARD PAYROLL SETUP Click YES to continue Click the EDIT button to start Select your Pay Period. Note: Hourly employees paid on a Monthly and Semi-Monthly basis could accrue overtime in one Pay...

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10 TIMETRAX BIO PAY CATEGORIES SETUP Pay categories are classifications of employee hours. Click EDIT to begin. EMPLOYEE GROUPS SETUP PAY CATEGORY: Predefined classifications of employee hours. (Holiday, Other, Overtime 1.5, Overtime 2, Regular, Sick...

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11 TIME & ATTENDANCE SYSTEM Click EDIT to start. Max Hours Before Missed Punch Assumed: The maximum number of hours an employee can work without punching before the system assumes the employee forgot to punch out. Pay Interval Round: Click Enabl...

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12 TIMETRAX BIO ADVANCED EMPLOYEE GROUPS SETUP Employee Groups Advanced can be used when the standard Employee Groups is not sufficient for an organization. Shift Warnings: Allows the employee to punch at any time, but will gen- erate a warning whe...

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13 TIME & ATTENDANCE SYSTEM EMPLOYEE DETAILS SETUP This section is where individual employee information is stored. (For QuickBooks users, please see the section on Importing Employees from QuickBooks). Last: Enter Last Name (required field) Firs...

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Select employee to register Select to add new fingerprint Select Register Fingerprint 14 TIMETRAX BIO Select thumb print icon to register empoyee fingerprint. Have employee swipe finger for the 1st capture of fingerprint. The terminal will say, ...

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15 TIME & ATTENDANCE SYSTEM Select Employee to be removed Select REMOVE fingerprint Click REMOVE fingerprint Pyramid highly recommends setting up each employee on the Employee Details Tab first and then go back and enroll each employee’s fing...

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16 TIMETRAX BIO TO CHANGE/ENROLL FINGERPRINT Delete the fingerprint from the Employees Detail Screen by selecting the employee name whose fingerprint you want to delete from the drop down box. Select the thumb print icon and it will bring you to the ...

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17 TIME & ATTENDANCE SYSTEM CONFIGURE TAB Date/Time Setup: This is the screen in which you will make any adjustments necessary to the TimeTrax Bio date and time, as well as Daylight Savings Time settings. Preferences: This is the screen in whic...

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18 TIMETRAX BIO TIMETRAX SECURITY This is the screen in which you will set User Names and Passwords, as well as security for anyone that logs into the TimeTrax Bio Software. The number of users is unlimited. NOTE: Pyramid strongly recommends you cre...

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19 TIME & ATTENDANCE SYSTEM TIME SOURCE & SYNC STANDARDS It is not necessary to make any changes on this screen. SETUP TAB Employee Groups and Payroll Setup is addressed in initial TimeTrax Bio Setup Wizard. PAYROLL TAB Get Punches: At Login,...

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20 TIMETRAX BIO PAYROLL TAB Cont. PUNCH EDITING Insert Punch: To insert a punch, click the INSERT PUNCH button. Select the date of the punch and then select the time of the punch and choose SAVE. Edit Punch: Highlight the punch in question, click the...

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21 TIME & ATTENDANCE SYSTEM ASSERT GLOBAL SPECIAL PAY In the circumstances where you wish to pay all employees or a group of employees the same number of hours (i.e., Independence Day @ 8 hours) go to FILE – Assert Global Special Pay. WORKDAYS...

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22 TIMETRAX BIO REPORTS / EXPORTS REPORTS When generating REPORTS you must select the PAY PERIOD you want included in the report, as well as the EMPLOYEE GROUP or INDIVIDUAL EMPLOYEES you want included in the REPORT. Then, select the REPORT you want ...

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23 TIME & ATTENDANCE SYSTEM Employee Contact Information: Shows NAME, ADDRESS, HOME PHONE and WORK PHONE. Employee Seniority Report: Shows EMPLOYEE NAME, ID NUMBER, HIRE DATE and DAYS EMPLOYED. You can sort by either 30/60/90 or 410- DAY BANDS or...

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24 TIMETRAX BIO IMPORTING (SYNC) EMPLOYEES FROM QUICKBOOKS 2003 (PRO, PREMIER & ENTERPRISE) This section discusses how to import employees from your QuickBooks system to TimeTrax Bio to eliminate the double entry of employee information. After...

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25 TIME & ATTENDANCE SYSTEM ALWAYS IMPORT: When selected, this option will always import the QuickBooks employee into TimeTrax Bio without asking. ASK BEFORE: When selected, the system will always ask before it imports any employee into TimeTrax ...

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26 TIMETRAX BIO ADP EXPORT The following are instructions for setting up and using the ADP EXPORT contained in the TimeTrax Bio. You will have to go into the REPORTS/EXPORTS tab to proceed with the export. It may also be necessary for you to setup t...

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27 TIME & ATTENDANCE SYSTEM GENERIC TEXT EXPORT The following are instructions for setting up and using the GENERIC TEXT EXPORT contained in the TimeTrax Bio. You will have to go into the REPORTS/EXPORTS tab to proceed with the export. It may als...

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28 TIMETRAX BIO Choose EXPORT. Select PAY PERIOD to be included in EXPORT. Select who is included in the EXPORT. Choose either EMPLOYEE GROUP or INDIVIDUAL EMPLOYEES. Choose SETUP or CREATE EXPORT. Setup is typically a one-time screen for setup –...

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29 TIME & ATTENDANCE SYSTEM Choose EXPORT. Select PAY PERIOD to be included in EXPORT. Select who is included in the EXPORT. Choose either EMPLOYEE GROUP or INDIVIDUAL EMPLOYEES. Choose SETUP or CREATE EXPORT. Setup is typically a one-time scree...

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30 TIMETRAX BIO Choose EXPORT. Select PAY PERIOD to be included in EXPORT. Select who is included in the EXPORT. Choose either EMPLOYEE GROUP or INDIVIDUAL EMPLOYEES. Choose SETUP or CREATE EXPORT. Setup is typically a one-time screen for setup – ...

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31 TIME & ATTENDANCE SYSTEM QUICKBOOKS 2003+ EXPORT (PRO, PREMIER & ENTERPRISE) The following are instructions for setting up and using the QUICKBOOKS 2003+ LINK EXPORT contained in the TimeTrax Bio. You will have to go into the REPORTS/EXPO...

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32 TIMETRAX BIO QUICKBOOKS 2007 INTEGRATION (PRO, PREMIER & ENTERPRISE) The new QuickBooks 2007 upgrade contains a PDF Converter that utilizes a virtual port that masks itself as a COM port (COM1). This may interrupt communications with the ti...

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33 TIME & ATTENDANCE SYSTEM QUICKBOOKS PRE-2002 EXPORT (PRO, PREMIER & ENTERPRISE) The following are instructions for setting up and using the QUICKBOOKS PRE-2002 LINK EXPORT contained in the TimeTrax Bio. You will have to go into the REPORT...

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34 TIMETRAX BIO To obtain a COMPANY NUMBER, do the following: 1. In the QuickBooks Tool Bar go into: FILE TIMER EXPORT LISTS FOR TIMER 2. Click OK when the EXPORTS LISTS FOR TIMER SCREEN appears. 3. Save in whatever drive you choose to use. 4. Change...

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35 TIME & ATTENDANCE SYSTEM QUICKBOOKS PRO TIMER EXPORT The following are instructions for setting up and using the QUICKBOOKS PRO TIMER LINK EXPORT contained in the TimeTrax Bio. You will have to go into the REPORTS/EXPORTS tab to proceed with t...

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36 TIMETRAX BIO To obtain a CREATE TIME, do the following: 1. In the QuickBooks Tool Bar go into: FILE TIMER EXPORT LISTS FOR TIMER 2. Click OK when the EXPORTS LISTS FOR TIMER SCREEN appears. 3. Save in whatever drive you choose to use. 4. Change th...

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37 FREQUENTLY ASKED QUESTIONS Q. WHAT FINGERPRINT TECHNOLOGY DOES TIMETRAX BIO USE? A. Pyramid incorporates advanced thermal imaging technology into the TimeTrax Bio unit. It is a linear sensor that captures or images the finger- print by sweeping th...

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TIMETRAX BIO Q. HOW ACCURATE IS THE TIMETRAX BIO? A. The accuracy of fingerprint readers has increased dramatically in the last few years. Error rates have been steadily declining as matching and sensor technologies evolve. Pyramid’s False Reject ...

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Q. WHAT HAPPENS IF THE COMPUTER SYSTEM CRASHES OR WE EXPERIENCE A POWER OUTAGE? CAN EMPLOYEES CONTINUE TO SWIPE? A. Since the TimeTrax Bio terminal stores the fingerprint vs. the software storing the fingerprint, employees can continue to swipe if ...

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40 TROUBLESHOOTING TROUBLESHOOTING GUIDE FOR YOUR TIME RECORDER YOU MUST BE LOGGED IN AS ADMIN IN TIMETRAX AS WELL AS ANY OTHER INTEGRATED SOFTWARE PROGRAM, SUCH AS QUICKBOOKS, TO PERFORM ANY MAINTENANCE FUNCTIONS. GENERAL TROUBLESHOOTING TIPS Time...

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41 TROUBLESHOOTING Software is acting in an unexpected manner: • Restart TimeTrax and see if that corrects the problem. • Reboot your computer and re-launch TimeTrax. • Make sure you meet the minimum system requirements listed in the MINIM...

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42 TROUBLESHOOTING If the DB9 does not fit into a port on the computer, you will need a USB to RS232 adapter to connect the DB9 to your computer. You can purchase this adapter through Pyramid, P/N 41685. STEP II: Test that Windows, COM Port and DB9 a...

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43 TROUBLESHOOTING • This will restore all data from the last backup. If you have punches in the TimeTrax Bio unit that have not been downloaded, download them as described in the PAYROLL TAB, GET PUNCHES SECTION of this manual. • If you do not...

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44 TROUBLESHOOTING For each employee, go to edit button and uncheck the INACTIVE check box located under HOURLY PAY RATE. From the PAYROLL ICON on the VERTICAL ICON BAR, click GET PUNCHES. Note: Pyramid highly recommends the use of surge protectors...

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45 TROUBLESHOOTING 5. Select TYPE TO SORT by type of file. 6. Select pyramid.ini and all .mdb files. 7. Right-click and copy files. For Non-Network PC users: 1. Right-click on your desktop. 2. Select NEW and FOLDER. 3. Open the folder, right-cl...

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46 TROUBLESHOOTING QuickBooks Does Not Display Punch Information After Export Time tracking data is missing for ALL employees: From QuickBooks Program: 1. Choose EDIT 2. PREFERENCES 3. TIME TRACKING 4. Tab to COMPANY PREFERENCES 5. DO YOU T...

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47 TROUBLESHOOTING and customer credit card information box is checked. Click CONTINUE and DONE on the Access Confirmation Screen. Time tracking data is missing for SOME employees: From QuickBooks Program: • Go to EMPLOYEES • Click on an affect...

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48 TIMETRAX BIO WARRANTY INFORMATION RETURNS Returns on non-defective equipment can be made within 30-days of purchase for a full refund after inspection. Returns on non-defective equipment made after 30-days, but within 60-days of shipping will be a...

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49 TIME & ATTENDANCE SYSTEM WALL BRACKET MOUNTING INSTRUCTIONS Wall Bracket Kit Includes the Following: • (1) Stainless Steel bracket • (1) Sheet metal screw size #6 x 1/2” (Terminal to Bracket) • (2) Sheet metal screws size #10 x 1�...

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PARTS LIST PART NUMBER QTY DESCRIPTION TTBIO 1 TimeTrax Bio Master Kit TTBIOW1H 1 1-Year Extended Hardware Warranty TTBIOW1S 1 1-Year Extended Technical Support 41400 1 Adapter RJ45f to DB9 41685 1 Converter USB to RS232 41269 1 50’ White Flat RJ45...

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TIME & ATTENDANCE SYSTEM 51 INDEX 7 7th Day Worked Overtime . . . . . . . . . . . . . . . . 12 A Address . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13 ADP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2...

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52 TIMETRAX BIO H Hardware . . . . . . . . . . 1, 2, 23, 38, 39, 41, 42, 48 Hired . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13 Home Phone . . . . . . . . . . . . . . . . . . . . . . . . . . .13 Hourly Pay Rate . . . . . . . ...

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53 TIME & ATTENDANCE SYSTEM R Rate Multiplier . . . . . . . . . . . . . . . . . . . . . . . . . .10 Regular . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18 Regular Pay . . . . . . . . . . . . . . . . . . . 12, 31, 33, 35 Report...

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54 TIMETRAX BIO ...

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48 Elm Street, Meriden, CT 06450 www.PyramidTechnologies.com I2078 ...