FAQ: Tracking Salary Employees

Though ExakTime Connect is designed mainly to track hourly employees for payroll purposes, it is still possible to enter salary employees into the system and track their hours should the need arise. However, given they are salary, there are a few things to consider before doing so.

Why Track Salary Employees?

Depending on the type of business, certain costs can accrue no matter the type of employee working. These hours may need to be tracked for:

  • Internal Job costing and estimations
  • Client billing purposes

Tracking salaried time spent per activity may also be needed to hold those employees accountable for time spent on the job or other unforeseen circumstances. In these cases, the following set of practices may come in handy.

When preparing to track salary employees, Policy Groups, Cost Codes, and other settings may need to be adjusted based on what needs to be tracked for them. A few things to note include:

  • Setting up additional policy groups to exclude Salary Employees from Overtime
  • Adding Cost Codes specific for salaried employees
  • If needed, making sure their time can export via AccountLinx

Setting up Salaried Employees

Before doing anything, the employees need to be added ExakTime Connect. The system does not differentiate between salary or hourly employees. Whether salary or hourly, all active employees can track time. Start by adding an employee as you normally would under Manage then Employees. If you need help on adding basic employees, see: How to Add an Employee to ExakTime Connect

When editing an employee, the custom field tab features a box labeled "Employee Type". You can set this to "Salary", but not it does not actually affect time tracking or exporting.

Policy Groups and Overtime

Employees under salary often do not receive overtime. To avoid having them accrue overtime along with other employees, create a separate Policy Group for them by selecting Manage then Policies. If you're new to policies and policy groups, see: Creating Policy Groups

  1. Be sure to give the new policy a name indicating it is for salaried employees
  2. If they do not receive overtime, make sure the overtime section is not checked
    • If they do receive overtime, but in a manner separate from the regular employees, enable the overtime options and adjust the settings as necessary
      No_Overtime_Enabled.png
    • Of course, apply any additional policy settings as needed
    • Use the Employee Members tab to apply the Policy Group to the respective salaried employees

Internal Job Costing, Estimations, & Billing

The actual costing portion is best suited for your accounting software, but ExakTime Connect can assist in tracking relevant data. In the event salary employees affect your job costing based on what activities they are doing on the job, it will be beneficial to track their hours per activity. As hourly employees, those under salary can use ExakTime Mobile to clock In/Out or be assigned KeyTabs to use with Jobclocks.

If costs vary between activities, be sure to add the relevant Cost Codes by selecting Manage then going to Cost Code and clicking Add Cost Code. This way, time can be accrued to each individual task appropriately. Add additional Cost Codes unique to your salary employees if they have tasks that pertain only to them. For adding Cost Codes, see: How to Add a Cost Code (Activity Item) in ExakTime Connect

 Mobile Groups

By default, employees can see all Cost Codes. If you wish to separate the Cost Codes added for salaried users, consider adding ExakTime Mobile Groups to act as folders to keep things organized. For more information on Mobile Groups, you can refer to Using Viewsets and Groups to Limit Available Cost Codes

AccountLinx and Exporting Time

Like active hourly employees, once salary employees are added into ExakTime Connect they will show up in AccountLinx the next time the software is opened. Whether you intend on exporting salary employees' time or prefer to click "All" before performing an export, they will need to be mapped. In AccountLinx, go to Map Employees to associate them to their counterparts within your accounting software (QuickBooks, Sage, Structure by CF, and so on). If your AccountLinx has integration turned on, this will be done automatically so long as they were given a proper Employee ID.

 Employee Category

If you use AccountLinx with the category view enabled, it may be beneficial to create an Employee Category for salary and add your Salaried employees to it. This will keep them separated by Category in case you do not wish to export them.

If you created specific activities or Cost Codes for them, be sure to map them as well under Map Cost Codes.

  Additional Information

For more information on mapping, you can refer to How to Map in AccountLinx

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