The Master File contains information related to your employees within TriNet Time. It is designed to display one employee at a time and is controlled by the employee filter.
Access the Master File by clicking on the Employee tab and selecting Master File.
Master File Sections:
The Contact Information section contains information such as employee name, address, phone numbers, and emergency contact information. Your user role and permissions will determine if you are allowed to view and/or edit details on this screen.
The Employment Information section contains information specific to the employee such as employee ID, birth date, hire date and anniversary date. Features of TriNet Time, such as Accruals, need specific data, such as anniversary date, in order for calculations to be accurate.
The Work Information section contains information regarding the employee’s work details such as position, pay period, salary rate per pay period, salary hours per pay period, various policies and error tracking. The default group field allows you to set up specific settings for a group and assign employees to the group to receive those specific settings.
Options displayed in the drop-down menus for this section are initially set up under the Admin tab.
Default Shift & Pay-to-Schedule Information
Creating a Work Week Default Shift
To create a default shift, begin by manually entering a start time and end time for each day. You may use any time format (14:00, 02:00 PM, 2PM, 2pm, 2p). You may also select "Existing Shifts" to view shifts previously created and then drag and drop those to specific days of the week. To apply a shift to the entire week, drag and drop the existing shift onto the Week Days header.
These default shifts can be assigned to an employee under the Scheduling tab on the main toolbar.
Note: Default shifts must first be created in the Master File section before adding them to an employee in the Scheduling section.
Default shifts also allow you to quickly add an employee's default shift on the schedule by right clicking on any day and selecting "Assign default shift".
This will automatically apply the shift for that day according to what you have setup in the screen below.
Example: Add a shift to an employee for Thursday.
- Click on the Existing Shifts button and then drag and drop the desired shift onto Thursday.
- You can also manually add start and end times on one day and add existing shifts on another day.
- Or assign a default shift by right clicking on an empty field on Thursday and selecting "Assign a Default". (The default shift must already be set up in the Employee > Master File)
Pay-To-Schedule is a feature that prevents salaried employees from having to clock in and out. Instead, the system will automatically enter their time entries based on their schedule. This can be applied to both exempt and non-exempt employees.
Please be sure you fully understand this feature in order to avoid any wage and hour law violations. As a reminder, TriNet cannot be liable for any losses, costs or claims when using Pay-to-Schedule.
To activate the Pay-To-Schedule feature, check the Enabled box.
Once enabled, you can select if the employee is exempt or non-exempt.
- Select the days when the schedule should apply and enter total hours and a start time. For a standard work week, enter 40 hours in the Total Hours field and 8am in the Start Time field.
- In the Apply Hours Across dropdown, select from Week or Pay Period to automatically divide the total hours previously entered across the employee’s work-week or pay period.
Exempt employees will only receive pay codes on their timecard when their Pay-to-Schedule applies. Non-exempt employees will receive actual punches and pay codes on their time card when their Pay-to-Schedule applies.
With Pay-to-Schedule, the employee’s shifts are also posted.
With non-exempt employees, breaks and/or meals may be added to the Pay-to-Schedule.
- Click the icon to add a break or meal.
- Select the type and enter the start and end time for the break or meal. The duration will calculate automatically. You may apply this break or meal to the current day or to all days by clicking the respective button.
Below is an example of a time card for non-exempt employees in Pay-to-Schedule.
In the Employee Rates section, you may enter or change standard rates and levels for an employee. This section may also be referred to as Employee Base Rates. Rates and Categories are initially set up under Admin > System Info > Rate Categories.
Approvals and Organization/Project Membership
In this section, you may assign organization memberships, project memberships and approval levels. Organization and project memberships as well as approval levels are initially set up under Admin > System Info and are based on company hierarchy and organizational structure.
Pay Codes/Linked Conditions
In this section, a manager may assign pay codes and linked conditions to an employee. Employees may be assigned multiple pay codes and linked conditions.
Accruals, such as PTO and FMLA, can be assigned to an employee by selecting the box beside each accrual. These accrual options should initially be set up under Admin > System Info > Accruals.
In this section, you may add any certifications or skills that an employee may have to their profile. The options available in the drop-down list should initially be set up under Admin > System Info > Company Info.
Managers can authorize employee access to TriNet Time in this section. Login information, such as username and password are assigned here. You can also remove system access from an employee.
Options available in the drop-down lists are initially set up under Admin > Security > System Access Roles.