Pyramid 4000 Electronic Payroll Time Recorder Operation Instructions

Pyramid 4000 Electronic Payroll Time Recorder

The 4000/4000HD Payroll Time Recorder records and summarizes weekly, BI-weekly (requires one-time card per week per person), semi-monthly, or monthly payroll information for up to 100 employees. The 4000/4000HD uses bar-coded time cards (item #44100-10) that are pre-numbered 1 to 100. For each pay period, an individual is assigned one pre-numbered (located in the upper right-hand corner) time card. New time cards must be issued after every pay period.

Note: Do not use duplicate time card numbers during a given pay period. In addition, use only Rev. D or greater time cards (noted at the bottom of each time card). Store your time cards in a dry area. Do not bend or soil the time cards. A dirty or bent time card on the left edge of the card may cause card read /ID errors. If you have lower revision level cards, please contact our Technical Service Dept. at 1-888-479-7264.

Each 4000/4000HD is equipped with an internal memory backup that will protect payroll data for up to one month.

SET-UP INSTRUCTIONS

STEP 1 – UNPACKING

• Remove the 4000/4000HD from its box and place it on a firm surface.
• Plug the unit into an outlet.
• Locate the key packaged with the unit, unlock and remove the front cover of the unit. Locate the programming buttons, which are labeled, SELECT, UP, and DOWN.

STEP 2 – PROGRAMMING THE 4000/4000HD

Programming the 4000/4000HD to your specific payroll needs is very easy and can be done in 3 easy steps.

• To change or set a feature, press the SELECT button until the desired feature is displayed.
• Use the UP or DOWN button to change the feature.
• After the displayed feature is changed, press the SELECT button to change other features and return to the main display.
  Note: Selecting YES for the SET-UP PAY feature will clear all recorded payroll data. If YES is selected, new time cards must be issued.

STEP 3 – READY TO GO

• Reinstall the front cover and lock unit and you are ready to use your 4000/4000HD.

FEATURE TABLE

• LANG=ENGLISH – Use the UP or DOWN key to select the desired language to print and program the Model 4000/4000HD. Select English, Spanish, French, or German.
• SET YEAR – Use the UP or DOWN key to set the desired year (default set at the current year).
• SET MONTH – Use the UP or DOWN key to set the desired month (default set at current month).
• SET DAY – Use the UP or DOWN key to set the desired day of the month (default set at current date).
• DAYLIGHT SAV – Allows the Model 4000 to automatically adjust to daylight saving time. There are 5 options you can select with the UP or DOWN key:

1. USA07+ Automatically adjusts time to 2007 United States daylight saving time (starts the Second Sunday of March and ends the First Sunday of November).
2. USA06- Automatically adjusts time to Pre-2007 United States daylight saving time (starts First Sunday of April and ends Last Sunday of October).
3. EURO Automatically adjusts time to European daylight saving time. (Begins the last Sunday in March and ends on the last Sunday in October).
4. OTHER Allows you to select a custom start and end Sunday for automatic daylight saving time changes. After SELECTING OTHER, use the UP or DOWN key to select the desired Sunday (only Sundays are allowed) you wish to START daylight saving time, press SELECT, and again use the UP or DOWN key to select the desired Sunday to END daylight saving time. Note: The time will automatically change at 2 a.m. on the selected Sundays. Press SELECT and the TIME STD=LINE option will appear. Press SELECT again to advance to the next option. (Note: The TIME STD=LINE option should only be changed for areas where there is frequency variation in the power line, however, this does not occur in the US. If you are operating this unit in an area that has problems with power line frequency resulting in the unit losing or gaining time or you are running the unit off a generator/inverter, use the UP or DOWN key to change the TIME STD to CRYSTAL which will cause the unit to keep time using an internal device.)
5. OFF- The unit will not adjust time for daylight saving time.

• DSPLY FMT=AM/PM – Selects how the time will be displayed on the front of the unit. Using the UP or DOWN keys, select one of the following options:
  • AM/PM – Standard time (1-12 hours).
  • MIL – Military time (0-23 hours).
• PRINT FMT=AM/PM – Selects how time will be printed on the time card. Using the UP or DOWN keys, select one of the following options:
  • AM/PM – Standard time (default setting) (i.e. 3:30 PM).
  • MIL- Military time (i.e. 3:30 PM = 15:30).
  • ATAAP-Military time with minutes expressed in hundredths of an hour (i.e. 3:30 PM = 15.50).
• SET HOUR – Sets the current hour of the day by using the UP or DOWN key.
• SET MINUTES – Sets the current minute of the day by using the UP or DOWN key.

BELL SET-UP

The internal buzzer is intended for quiet areas. To adjust the volume of the internal buzzer, open the front cover and turn the volume control on the left side of the circuit board clockwise to increase volume or counterclockwise to decrease volume.

External bells or buzzers can be added by purchasing a Model 5300 Bell Ringer. The Bell Ringer can ring up to 15 bells or horns with 50 events. Please refer to the Optional Supplies and Accessories table located at the end of this booklet. To connect the 5300 Bell Ringer to the 4000/4000HD Time Recorder, plug the RJ-45 cable into the jack on the left side of the Time Recorder. Connect the other end of the cable to the Model 5300. The wall transformer provided with the 5300 must be connected to the receptacle labeled POWER. Wire your bells/ horns to the labeled terminals on the 5300. The Bells/Horns must be wired in parallel as shown, not in series:

SET EVENT # NO

Use the UP and DOWN keys until the desired event number that you wish to set up, edit, or turn off is displayed. An event is one bell/horn ring per day (M-F or all 7 days) at a given time for a given duration. Press the SELECT key to select the event you wish to program or modify. If you wish to bypass the bell set-up feature, scroll to the SET EVENT # NO and press SELECT.

• EVENT 1 = OFF- Press the UP and DOWN key to select the duration of time that the signal device will ring (.5-15 seconds) or select OFF to disable the event.
• EVENT 1 HR = 12 AM – Use the UP and DOWN key to select the hour for the event to ring.
• EVENT 1 MIN = 00 – Use the UP and DOWN key to select the minute for the event to ring.
• EVENT 1 DAY = ALL – Use the UP or DOWN key to select the days that the event is to be active.
• Press SELECT to return to SET EVENT # NO, and press UP or DOWN to add another event. Press SELECT to continue set-up.

Note: The 4000/4000HD has an internal clock. Changing any of the features listed above will not affect the time totals even if an individual is clocked in during the change. Changing any of the features listed below will clear all the stored payroll data including time totals. At this point, new time cards must be issued.

• SETUP PAY? NO – This feature allows you to set other features that affect how the 4000/4000HD calculates the time totals. By selecting YES with the UP or DOWN key, the below-listed feature can be modified. By selecting NO, you will return to the main display and you will have accepted all the default features as listed below.
• ARE YOU SURE? NO – This feature is listed to remind an individual that all the stored payroll data will be cleared. By selecting YES with the UP or DOWN key, the below-listed feature can be modified. By selecting NO, you will return to the main display.
• TOTAL FMT = HR: MIN – Sets the format as to how the individual and running totals will be displayed on the time card. Using the UP or DOWN keys, select one of the following options:
  • HR: MIN – Standard hour and minute format (default setting) (8 hours and 30 minutes total would be displayed as 8:30)
  • HR.HUN – Standard hour with minutes in hundredths of an hour (8 hours and 30 minutes total would be displayed as 8.50)

RESET=WEEKLY – Use the UP or DOWN key to select one of the following pay periods. Press the SELECT key after you arrive at the required pay period.

• RESET=WEEKLY – SELECT this option for weekly payroll. Once selected the clock will then indicate RESET DAY=SUN. Use the UP or DOWN key to select the last day of your pay period which will be referred to as the reset day. This is the day that the 4000/4000HD will reset all stored payroll data. New time cards must be issued after this time. Using the UP or DOWN key, you can select Sunday (SUN) through Saturday (SAT). New time cards must be issued after each reset period (weekly). This feature allows two IN/OUT punches per day on average or 28 total punches per period.

• RESET=BI-MONTHLY – SELECT this option for bi-monthly payroll (two times per month). Use the UP or DOWN key to select one of the following reset days.

  • 15th & LAST – 15th and last day of the month
  • RST=14th & LAST-1 – 14TH and 1 day before the last day of the month
  • RST=13th & LAST-2 – 13th and 2 days before the last day of the month
  • RST=12th & LAST-3 – 12th and 3 days before the last day of the month
  • RST=11th & LAST-4 – 11th and 4 days before the last day of the month
  • RST=10th & LAST-5 – 10th and 5 days before the last day of the month
  • RST=16th & 1st – 16th and 1st day of the month
    New time cards must be issued after each reset period. This feature allows two IN/OUT punches per day on average or 64 total punches per period (2 per line).

• RESET=2 WEEKS – SELECT this option for a payroll administered every 2 weeks. Use the UP or DOWN key to select the last date of your 2-week pay period which will be referred to as the reset day. This is the date that the 4000/4000HD will reset all stored payroll data. The clock will also reset automatically every two weeks from the chosen date. New time cards must be issued after this time. This feature allows two IN/OUT punches per day on average or 64 total punches per period (2 per line).

• RESET=MONTHLY – Select this option for a monthly payroll. Use the UP or DOWN key to select the last day of your pay period which is known as reset day:

  • RESET DAY=LAST – last day of the month
  • RESET DAY=LAST-1 – 1 day before the last day of the month
  • RESET DAY=LAST-2 – 2 days before the last day of the month
  • RESET DAY=LAST-3 – 3 days before the last day of the month
  • RESET DAY=LAST-4 – 4 days before the last day of the month
  • RESET DAY=LAST-5 – 5 days before the last day of the month
  • RESET DAY=1st – 1st day of the month.

New time cards must be issued after each reset period This feature allows one IN/OUT punch per day average or 64 total punches per period (2 per line).

• RESET HOUR = 10 PM – Sets the reset hour for the day (days) outlined above using the UP or DOWN key. The default setting is 10 PM.
  Note: In some three-shift operations, an individual might punch in prior to the reset period but will not punch out until after the reset period. This is not a problem. The 4000/4000HD will not reset that card until the individual punches out, however, the card number (upper right-hand corner of the card) should not be issued to any other employee until he/she punches out.

• MAX HRS/PUNCH = 13 – The purpose of this feature is to guard against an individual who forgets to punch out. This feature sets the number of hours allowed between punches. For example, if 13 hours is selected using the UP or DOWN key and an individual punches in and then forgets to clock out, the 4000/4000HD will print the next line as an “in” punch if more than 13 hours have elapsed. The time card will show the “in” punch followed below by a space where the “out” punch would have been located and then followed by the correct “in” punch. Hours can be set from 10-99. The default is set at 13 hours.

• ROUNDING = NONE – This feature is known as rounded time, flex time, or grace period and only affects how the 4000/4000HD calculates the clock in/out totals and the running totals but does not affect the printed punch in/out time. Many businesses allow a “grace” period for employees when they clock in or out. This is done either to allow for variations in the time shown on different clocks, watches, and time recorders throughout a company, or just to make the calculation of payable time simpler by “rounding off” the times recorded on a time clock. Use the UP or DOWN key to select one of the four options listed below:
  Press SELECT to return to the main display.

  • NONE – Turns to round off. With this option, the PTR-4000 will calculate the clock-in/out totals and running totals using the actual clock-in/out times.
  • 5 MIN – This is the “5 minute rule”. With this option, the clock in/out and running totals will be rounded to the nearest 5-minute mark and will round “forward” at 2 minutes before the 5-minute mark and will round “back” up to 3 minutes after every 5-minute mark.
  • 10 MIN – This is the “10-minute rule”. With this option, the clock in/out and running totals will be rounded to the nearest 10-minute mark and will round “forward” at 5 minutes before the 10-minute mark and will round “back” up to 5 minutes after every 10-minute mark.
  • 15 MIN – This option is known as the “15-minute rule” or the “7/8 rule” and is the most commonly used. With this option, the clock in/out and running totals will be rounded to the nearest 15-minute mark, therefore, up to 7 minutes before the 15-minute mark, the starting time used to calculate the pay totals will move ahead to the nearest 15-minute mark.
    Up to 8 minutes after every 15-minute mark, the starting time used to calculate the pay totals will move back to the nearest 15-minute mark. For example, if a person clocks in at 7:52, the PTR-4000 will calculate the time totals starting at 7:45, however, if the next individual clocks in at 7:53, the PTR-4000 will calculate the time totals starting at 8:00. Conversely, if an individual clocks in at 8:07, the time totals will calculate assuming an 8:00 start time. If the next individual clocks in at 8:08, then the totals will be calculated assuming an 8:15 start time. Press SELECT to return to the main display.

NEED HELP? If you have any questions, visit pyramidtechnologies.com or call sales and service toll free at 1-888-479-7264.

TIME CARDS

The 4000/4000HD uses custom time cards (item #44100-10) that are pre-numbered 1-100. As noted previously, you cannot use two of the same numbered time cards during the same pay period. Do not cover the black rectangles on the left side of the time cards. The same time card is used for weekly, bi-weekly, semi- monthly, and monthly pay periods; however, the print format will be different as noted below.

• WEEKLY– In this mode, the time card will accept up to 28 punches per period which will allow for 7 days and four punches per day, however, it is not necessary to use all 28 punches or is it necessary to have 4 punches per day. The only constraint is 28 punches per period.
  The print format is as follows:

  • Clock in – Month, Day, Clock in time, “IN”, Day of week
  • Clock out – Month, Day, Time, Clock in/out time total, Running time total

• SEMI-MONTHLY. 2 WEEKS, BI-WEEKLY AND MONTHLY- In these modes, the time card will accept up to 64 punches per period (2 per line, for a total of 32 lines maximum). The print format is as follows (both clock in/out is on the same line of the time card):

  • Clock in – Day of the week, Clock in time
  • Clock out – Clock out time, Clock in/out time total, running time total

CHANGING THE PRINT RIBBON

1. Remove the cover using the key provided with the unit.
2. Locate the ribbon cartridge that is mounted on the holder (the holder is permanently attached to the clock).
3. Push the hold tab located on the side of the holder away from the ribbon cartridge and remove the ribbon cartridge.
4. Snap the new ribbon cartridge into the holder while turning the ribbon advance knob located on the ribbon cartridge. Make sure the ribbon and the clear plastic protector slide completely over the print head.
5. Replace and lock the cover. Test the unit for proper installation by running a time card through the unit.

Note: If the ribbon is not completely over the print head the resulting print will show incomplete characters. If the ribbon cartridge is not completely snapped in the holder the resulting print will be increasingly lighter.

TROUBLESHOOTING

The 4000/4000HD is programmed with a number of error codes that will help troubleshoot the unit. The error code will typically be indicated on the front display for several seconds. Error codes are as follows:

• CARD FEEDS WITH NO PRINT OR ERROR MESSAGE –1. Check that the ribbon cartridge is snapped completely down and the ribbon is over the print head. 2. Make sure the black bars on the left side of the time card are not covered or damaged.
• ERROR 1 – Indicates time card stuffing. If an individual tries to force a card into the unit, the 4000/4000HD will accept the card but will not print or store any payroll data. If this situation occurs, an ERROR 1 will show on the front display and the card will not be “punched”. Solution: Rerun the time card through the time recorder without pushing on the card.
• ERROR 2, 5, 6 – Indicates a time card feed or jam. If an individual tries to load a time card into the 4000/4000HD sideways or if the card is extremely damaged, the time card may temporarily jam the transfer mechanism and will not store any payroll data. If this situation occurs an ERROR 2,5 or 6 will show on the front display and the card will not be “punched”. Solution: Inspect the time card, straighten it if necessary, and rerun the time card through the time recorder.
• ERROR 3 – Indicates the unit is not reading the bar codes on the time card. An ERROR 3 will show on the front display. Solution: Inspect the time card, straighten it if necessary, and rerun the time card through the time recorder.
• ERROR 7 – Indicates print head position error. This error occurs if the print head is not in its proper position. If this situation occurs, an ERROR 7 will show on the front display and the card will not be “punched”. Solution: Rerun the time card through the time recorder.
• ERROR 14,15,50,51 – Indicates internal electronic error. Contact Pyramid Sales and Service at 1-888-479-7264.
• MASTER RESET – This procedure will clear the entire time clock memory and reset the program to the original factory defaults. This procedure should only be used if the time clock is behaving completely erratic. Master reset is accomplished by unplugging the unit and then plugging the unit back in while depressing the center programming button (the UP button). Hold the center button until the front display is visible. All time, set-up, and payroll data will be set to the original factory defaults.

1. When do I need new Time Cards?
   New time cards are needed on the first day of each new pay period or immediately after making any changes in the “SETUP PAY” feature.

2. Do I have to use consecutive numbered time cards during a pay period?
   No, however, we strongly recommend you distribute time cards in consecutive order to prevent the use of the same or duplicate numbered time cards in a given pay period.

3. Why are some punches on top of other punches or there is a large space between punches?
   There are a number of issues that can cause this problem and are listed below in order of most common occurrence. In either case, a master reset must be performed to correct this problem (ref) MASTER RESET of this instruction booklet.

4. The same or duplicate numbered cards is used in the same pay period.

5. The “SETUP PAY” feature is changed during a pay period and new time cards are not used.

6. An employee forgot to punch in or out and the time between punches has exceeded the hours set in the “MAX HRS/PUNCH” feature. A master reset is not required. However, the totaled hours must be manually adjusted at the end of the pay period.

7. If you are running a 3-shift, 24-hour operation with more than 50 employees, please call customer assistance at Pyramid for set-up assistance on this issue.

8. Does the 4000/4000HD Time Recorder calculate overtime?
   The 4000/4000HD Time Recorder will provide you with a running total for all hours worked. Because overtime policies vary from company to company, overtime must be calculated manually.

9. Does the 4000/4000HD Time Recorder have an automatic lunch deduction feature?
   The 4000/4000HD Time Recorder provides a running total of hours between punches and therefore any payroll deductions must be made manually at the end of a pay period.

10. What does ATAAP mean?
    ATAAP is the acronym used by the U.S. government that describes how time is accounted for using hundredths of an hour (i.e. one and a quarter hours equals 1.25 hours).

Supplies and Optional Accessories

Supplies and optional accessories for the Pyramid 4000/4000HD are available at most office supply stores, or call Pyramid directly toll-free at 1-888-479-7264.

Limited Warranty

The manufacturer warrants this equipment to the original user against defective material or workmanship for a period of 1 year from the date of purchase. The manufacturer’s responsibility under this warranty is limited to the repair or replacement of the defective part or parts.

The manufacturer reserves the right to determine whether the parts failed because of defective material, workmanship, or other causes. Failure caused by accident, alteration, misuse or improper packaging of returned unit is not covered by this warranty. All warranty repairs must be done by Pyramid Technologies, LLC. Any repair to the equipment other than by PTI voids the warranty. Users in countries other than the USA should contact the Dealer from whom the unit was purchased. The rights under this warranty are limited to the original user and may not be transferred to subsequent owners.

Extended Warranty

Extended warranties are available by calling Pyramid Technologies.

Pyramid Technologies, LLC 48 Elm St. Meriden, CT 06450

• (888)-479-7264 toll free
• (203)-238-0550 phone
• (203)-634-1696 fax
• E-mail: CustomerService@pti.cc
• Website: www.PyramidTechnologies.com

Specifications

• Operating Conditions:
  • Temperature: 0°C to 50°C (32°F to 122°F)
  • Humidity: 10% to 95% RH, non-condensing
• Power Failure:
  • Battery Backup of data and time for 30 days
  • Battery life: >10 years
• Calendar: Automatic Leap Year and daylight saving time, Year up to 2099
• Clock Accuracy: Less than 30 seconds/year
• Memory Capacity: 100 employees
• Certifications: UL and CUL
• Weight:
  • 4000: 5.9 lbs (2.7 kg)
  • 4000HD: 10.5 lbs (4.8 kg)
• Dimensions:
  • 4000: 7.25” H x 7.12” W x 6.65” D (184.15mm H x 180.84mm W x 168.91mm D)
  • 4000HD: 7.75″ H x 8.25” W x 7.25″ D (196.85mm H x 209.55mm W x 184.15mm D)
• Mounting: Desktop or wall mountable.

FREQUENTLY ASKED QUESTIONS

What is the Pyramid 4000 Electronic Payroll Time Recorder?

The Pyramid 4000 Electronic Payroll Time Recorder is a digital timekeeping device designed to record and track employee work hours, manage attendance, and assist in payroll calculations for businesses.

How does the Pyramid 4000 Time Recorder work?

The Pyramid 4000 Time Recorder allows employees to clock in and out using time cards or badges. It accurately records the time and date of each entry for attendance tracking and payroll processing.

Is the Pyramid 4000 suitable for small businesses?

Yes, the Pyramid 4000 is suitable for small businesses, providing an efficient way to manage employee attendance and streamline payroll processes.

Can the Pyramid 4000 calculate work hours and overtime?

Yes, the Pyramid 4000 can calculate work hours and overtime based on clock-in and clock-out times, helping businesses track and manage labor costs effectively.

Is the Pyramid 4000 compatible with biometric authentication methods?

The Pyramid 4000 typically uses time cards or badges for authentication, but it may support external biometric authentication methods through optional add- ons.

Can the Pyramid 4000 integrate with payroll software?

The Pyramid 4000 often integrates with payroll software, allowing for seamless data transfer and automated payroll processing, saving time and reducing errors.

Does the Pyramid 4000 have reporting capabilities?

Yes, the Pyramid 4000 includes reporting features, enabling businesses to generate attendance reports and analyze employee data for improved workforce management.

Is the Pyramid 4000 web-based or standalone?

The Pyramid 4000 is a standalone time recorder, making it easy to set up and use. It does not have web-based features but is designed for simplicity.

Can employees access their time records on the Pyramid 4000?

The Pyramid 4000 does not typically offer employee self-service features, so employees do not have direct access to their time records.

Is the Pyramid 4000 compliant with labor laws and regulations?

The Pyramid 4000 is designed to help businesses comply with labor laws and regulations by accurately recording employee work hours, overtime, and attendance data.

What is the warranty for the Pyramid 4000 Time Recorder?

The warrantie typically range from 1 year to 2 years.

Is the Pyramid 4000 user-friendly and easy to set up?

Yes, the Pyramid 4000 is designed to be user-friendly and relatively easy to set up, with clear instructions and straightforward operation.

Can the Pyramid 4000 handle multiple shifts and schedules?

The Pyramid 4000 is versatile and can handle multiple shifts and schedules, making it suitable for businesses with varying work hours and employee groups.

Is the Pyramid 4000 suitable for remote workforce management?

The Pyramid 4000 is primarily designed for on-site time tracking and is not ideal for remote workforce management.

Is the Pyramid 4000 compatible with different payment methods?

The Pyramid 4000 can work with various payment methods, including direct deposit, checks, and cash, providing flexibility in payroll processing.

Does the Pyramid 4000 provide support and training for businesses?

Many Pyramid 4000 providers offer customer support and training resources to assist businesses in setting up and effectively using the time recorder.

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