Pay classes (TimeMoto Cloud)

The Pay Classes feature enables you to register employees or entire departments under different pay categories for easier payroll processing. 

You can create new pay classes and customise each pay class with a set of rules to define the type of hours and the rate that applies.  

Viewing Pay Classes

Once you are in the TimeMoto software, click on "Settings" in the top navigation bar. Select [Pay Classes] from the drop-down menu. 

Any existing pay classes will be shown here. 

You can find a specific pay class by using the [Search] field via the menu on the left-hand side. At the bottom of the menu on the left-hand side, you will find four options:

• Add: to create a new pay class
• Email: to send the overview shown to your email address
• Print: to send the overview shown to your printer
• Export: to download the overview to a location on your computer

If you are using the pay classes feature for the first time, the list of existing pay classes will be empty. 

Creating Pay Classes

To create a new pay class, click the green [+] at the top of the page (located next to the Pay Classes title).

A new empty pay class will appear. In the menu to the left, you will see two options: [General] and [Rules]. The [General] tab will open automatically.

General information: 

• Enter a Name 
• Add a Description (optional)
• Specify the Base Rate (pay amount per hour)
• Click Save

 Note: When you click on [Delete], you will remove the entire pay class. 

Click on [Rules] to enter specific information about when the pay class should be applied. Multiple rules can be defined for each pay class.

Rules:

• Enter a Name
• Add a Description (optional)
• Enter a Code (this code will display the hours in different columns in the Classification report)
• Specify a Factor to apply (e.g. 1.5 means 1.5 times the base pay rate)
• "Pay Roll Equivalent" allows you to connect to a predefined category in the pay roll system. For more information regarding the payroll system export.
• Check the box below to define the conditions of your rule.

Click on the field to open a drop-down menu which will feature the following options: 

• After X hours per day/week/month: this rule applies when X number of hours per day/week/month is exceeded. Select this condition and specify the number of hours (X) to the right.  
• After X consecutive days: this rule applies when the employee (or department) has worked more than X number of days in a row. Select this condition and specify the number of days (X) to the right.
• On Holidays: this rule applies when the employee (or department) works on a bank holiday.
• With Project: this rule applies when the employee (or department) spends time on a particular project. Select this condition and select a project from the drop-down menu to the right.
• Before: this rule applies when working earlier than a certain time of day. Select this condition and specify the time to the right.
• After: this rule applies when working later than a certain time of day. Select this condition and specify the time to the right.
• On These Days: this rule applies only to certain days of the week. Select this condition and tick the boxes to the right to select the days.

Once you have defined a condition, a new condition field will appear below. Select the box to the left to specify another condition if you wish to add to the rule. Repeat as necessary. 

Note: Rules with multiple conditions will only be applied when all conditions are met.

Linking the Pay Classes

There are different ways to link a pay class in TimeMoto Cloud.

Linking Pay Classes to Employees

Once you have created a pay class, it can be linked to the entire company or to specific departments or employees.

To connect a pay class to all employees in the company, click on [Settings] from the top navigation bar and select [General] from the drop-down menu.

Then click on [Pay Class] in the menu to the left.

Select your pay class from the drop-down menu to the left of the screen.

Linking Pay Classes to Departments

If a pay class has previously been linked to the entire company (all employees) and you then link a new pay class to a specific department, it will override the previous pay class for all employees of that department.

Click on [Settings] from the top navigation bar and select [General] from the drop-down menu. 

Select [Departments] from the left menu. 

From the list, click on the department that you want to link to a pay class.

From the options shown, go to [Pay Class] and select the class you want to link from the drop-down menu. The name and description of the department can be amended here.

Click on [Save].

Linking Pay Classes to Specific Employees

If a pay class has previously been linked to the entire company (all employees) or a specific department (group of employees), and you then link a new pay class to a specific user, it will override the previous pay class linked to that employee. 

Click on [Settings] from the top navigation bar and select [Users] from the drop-down menu.

From the user list, click on the employee that you want to link to a pay class. 

Next to [Pay Class], choose the pay class you wish to link to this employee from the drop-down menu. Next to [Base Rate], an hourly rate can be entered that is different from the pay class selected.

Click on Save.

To link another employee to a pay class, return to the user list by clicking on [Settings] in the top navigation bar and select [Users] from the drop-down menu. 

Connecting to Your Payroll System

To connect the pay classes feature to the payroll system you use, click on [Settings] from the top navigation bar and select [General].

Then click on [Pay Class] from the left menu. 

To the right of your screen, you will see a drop-down menu. Select the payroll system you want to interface with. This setting allows you to export classification reports for the selected payroll software.

Notes:

• We are continuously adding new payroll systems to this list. If your payroll system is not on the list, please let us know by using our Contact Form.
• Changing the payroll system may have an impact on previously created pay classes.

Generating Reports

First, click on [Reports] from the top navigation bar and select [Classification] from the drop-down menu. Here you will see an overview of all users in the software.

At the top-right of your screen, you will see the option [Report Type]. Click on this to reveal two types of report: "Summary" and [Timesheet].

• Summary: An overview of all users, with one employee per line. 
• Timesheet: An overview of all employees and hours worked per day for that time period.

Both of these reports can be emailed, printed or exported with the options at the top-right of your screen:  

• Email: this will send an email with the overview to the email address registered with your TimeMoto account. 
• Print: a screen will appear to select your preferred print settings.
• Export: you can choose here for a CSV file or payroll export that will use a file format compatible with your payroll system.