TimeClock Plus Manual for Editors & Approvers in the Manager Portal

Transcription

1 TimeClock Plus Manual for Editors & Approvers in the Manager Portal

2 Table of Contents I. General TimeClock Plus Information 1. Types of Time Clocks Available 2. Review of the Editor Role from epars to Pay Checks II. III. IV. Accessing the TimeClock Plus Manager Portal Posting Absences/Attendance Codes in TimeClock Plus 1. Manager Steps to Approving or Denying Absence Requests Through the Request Manager 2. Manager/Editor Posting Absences in Hours > Individual Hours 3. Post an absence in Hours > Individual Hours 4. Editing an absence in Hours > Individual Hours 5. Deleting an absence in Hours > Individual Hours Editing Time 1. Editing a Punch 2. Adding an In or Out Punch 3. Inserting Missing Lunch Break Punches 4. Forcing Compensatory Time Earned 5. Forcing Overtime 6. Handling Student Activities Punches V. Running and Printing Reports VI. VII. VIII. Verifying Time 1. Verifying Time a. Exempt vs. Non-Exempt Status b. Workday c. Pay Week vs. Work Week d. Overtime and Compensatory Time e. Absence Job Codes for Generating Pay f. Position Numbers (Job Codes) for Funding Purposes 2. Resolving a Pay Period Preparing Reports for Payroll 1. TimeClock Plus Closed Week Adjustments Form 2. S. R. O. Payroll Report Form Scheduling (TBA) 1

3 2

4 I. General TimeClock Plus Information TimeClock Plus is the current Mesa Public Schools (District) Timekeeping System. You may see TCP used interchangeably with TimeClock Plus throughout this manual. 1. Types of Clocks The District has implemented more than one type of clock to record punches and absences. 1. Wall Clock The Wall Clock is used to record punches, request time off, as well as to approve sign timesheets. Employees can either swipe there badge or enter their 7 digit badge number (including the leading zeros). 2. Web Clock The Web Clock is to be used by employees who use a designated District computer, i.e. Secretary or office staff. It provides the same functions as the wall clock but the employee enters their 7-digit badge number (including the leading zeros). WebClock web address: 3

5 2. Review Editor Role from epars to Pay Checks Your role as an editor is very important. Your responsibility is to ensure that every employee at your department or school has accurate payroll records. Through your knowledge and understanding of the District s policies and procedures and the TimeClock Plus timekeeping system, you will ensure that your employees will be paid timely and accurately. The epar you initiate when you hire a new employee is the beginning process. The information on the epar is put into Visions by Human Resources and includes TCP job code(s) number(s). The job code(s) tell TCP how to handle the employee s punches. Once the information is entered in Visions and transferred into the TCP timekeeping system, the employee can begin swiping at the clock. After the punches have been collected from the clock, the editor monitors and edits the employee s records. ALL EDITING FOR THE PAY PERIOD MUST BE COMPLETED BY 10:00 A.M. THE FRIDAY MORNING AFTER THE END OF THE PAY WEEKS BEING PROCESSED. If punches or absences were missed and not entered in TCP before the pay weeks are closed, the information needs to be entered on the TCP Closed Week Time Adjustments form. This will ensure the recording of the missed information. 2.a. INITIATE epar FOR HIRING When a person is hired to work for Mesa Public Schools, an electronic Personnel Action Request form (epar) is generated. The epar, after approval from all sources, is the document used to enter the employee record into Visions with all payroll and accounting information. Without an epar, the employee would not be in the system and therefore would not receive a payroll check. The electronic Personnel Action Request form is done through ivisions. For information on what is required on an epar, please refer to the instructions provided through Human Resources. 2.b. TimeClock Plus SCHEDULING FORMS The TimeClock Plus Scheduling form must be completed for the following departments: Operations, Information Systems, and Security. Forms will also have to be completed for the alternative work week schedule types or changes. (TimeClock Plus Scheduling Forms are available on the Payroll website.) Verify that the form is filled out completely and accurately. Complete the employee s full name (no nicknames) and social security number or EIN. Complete the Position title. Complete the Site Name and Department. Indicate if New Hire, Schedule Change (Enter the Start Date), or Temporary Schedule (Enter the Start and Stop Dates). 4

6 Section A Check the appropriate box indicating the employee s workweek Regular OR Alternate Workweek (9/80) schedule. If an Alternate, check the day of the week the employee alternates between the eight (8) hour work day and the day off. Indicate the date of the first day off. Section B Indicate the contract status and the length of the contract. Contract = Full-time OR Non-Contract = Part-time, substitute, temporary, or student Indicate if the employee takes a scheduled lunch. (Employees working 8 hours per day are required to take a lunch.) Hours per day Section C Complete a breakdown of the employee s working schedule. (Do not use the lunch times to indicate a break in shift) The Schedule form should be reviewed by the site supervisor/administrator. All forms need to be sent directly to the Payroll Clerk. 2.c. MONITOR BADGES When employees are hired, they are issued a badge. The badge serves as identification and a means to view hours worked and accrual information in TimeClock Plus. For classified employees, the badges are also used to record in and out punches for pay purposes as well as to request time off. All badges are printed with the employee s name and employee identification number (EIN) as it exists in the Human Resources database (Visions). 5

7 2.c.1. Monitor the New Hires Punches Employees must have information recorded in Visions and sent to TCP prior to an employee being able to clock in/out in TCP. You can verify that the employee is in TCP by going into the TCP Manager portal and looking under Hours > Individual Hours. If you can view the employee, that verifies they are able to clock in/out. If the employee is not in TCP, have the employee manually record times for the editor to enter in TCP until you are able to view the employee in TCP. If the employee is transferring from another site you may not be able to view them in TCP immediately. 2.c.2. The Badge Replacement Form When a badge is lost or damaged, the employee must come to the editor and request a new badge. Fill out the Badge Request Form and send it into Human Resources for a replacement. (Refer to Human Resources website for the Badge Request Form.) The employee will continue to have access to TCP to record time they are without a working badge. The employee will simply need to punch in the full EIN and follow the prompts at the clock to record their time. Employees who transfer positions will take their badge with them. The badge does not need to be reissued for transfers. 2.d. REPORT CLOCKS WHEN MALFUNCTIONING When clocks are not functioning properly, you will need to call the Help Desk at (Copier and Printer Repairs). If the problem is not related to clock itself, you may call the Payroll department for possible assistance at e. SHARED EMPLOYEES When an employee works at more than one school, the employee can only be edited by one school site. Human Resources will determine the home school of the employee based on the site with the majority of the hours. All editing, as well as approvals, will be handled by the home school. Communication between sites will be critical to ensuring proper editing has occurred. 2.e.1. Inform Employees of the Absence Reporting Procedures Inform employees of the necessary procedures to follow when they are absent. Teachers must call both the substitute office and the school principal. Floating teachers must call the substitute office, school principal and department director. All employees must call the school or department. All employees must complete an absence request immediately for approval in TCP and/or Visions. 6

8 2.f. EDITING EMPLOYEE RECORDS Each morning the previous day s punches should be reviewed and corrected if necessary. All corrections must be done prior to the end of the pay period. 2.f.1. Verify Punches, Position Numbers, and Pay Codes Each day you review the employee s records, verify that the punches, position/transfer codes, and pay codes are correct. Make the necessary edits to correct the record. Verify daily punches. Force overtime to the appropriate position number and/or day, if necessary. You can only force overtime to comp time or comp time to overtime if the employee has actually worked over forty (40) hours. Holidays and paid absences do not count as actual worked hours. The regular/straight time hours must equal forty (40) hours. Monitor the holidays entered by the Payroll Department. If you disagree with who received the holiday or the amount of time received for the holiday, contact your payroll clerk for verification and correction. Do not make any changes to the holiday record. 2.f.2. Inform Employees of the Clock Procedures Inform the employees of the procedures they need for punching their time at the clock. Punch the time clock daily for all the hours worked. Swiping in and out for lunch or for breaks in between jobs longer than fifteen (15) minutes. Direct punches to the appropriate funding source by using the correct job code at the clock. Employees must record corrected time when they miss a punch as prompted by the TCP. 2.g. MONITORING CERTIFIED HOURLY Certified employees working hourly positions report their hours in TimeClock Plus. If an employee works for multiple sites only the active primary site can be the editor. Since the TCP Timekeeping System only allows one editor, you may have to edit hours worked for other sites. Even if a certified staff member is working for a different site, the home site is the site responsible for the hours (watching for errors, adjusting time entered, etc.). 2.g.1. Procedures for Certified Hourly Inform the employee of the clock procedures. Certified employees do not clock in and out, they have a special procedure to follow at the clock. (Refer to Certified Hourly Reporting in TimeClock Plus (TCP) instructions on the Payroll Website.) Review the hours reported. Hours are to be entered each day as worked and not as a lump sum. o Employees are not to hold their hours; hours are to be reported daily. Review the Position Codes. Make sure the correct job code has been used. Review the dates worked. Future dates are not allowed. If hours from a past week were missed, the hours still need to be reported in TCP. The hours are to be entered using a Saturday date within the current pay period with a note to list the date(s) worked. Make the necessary edits. 7

9 2.h. PREPARE PAYROLL REPORTS When the Payroll Department receives reports TCP Closed Week Time Adjustments form and/or S.R.O. Payroll Report they will be date and time stamped. If a form is received before the final date and time cutoff, the document will be processed. If a form is received after the final date and time cutoff, the document will be processed on the next payroll. 2.h.1. TCP Closed Week Time Adjustments Form Procedures The TCP Closed Week Time Adjustments form is for all punch, absence, and job code corrections that were not done while still in the current pay weeks before time was processed. This report can be sent into the Payroll Department daily. The hours recorded on the TCP Closed Week Time Adjustments form will be keyed manually in the Payroll Department. Complete the top section of the form when saving as your master. Once the form has been sent to payroll use a new form for additional adjustments. The original report form must be signed by the administrator and sent to the Payroll Department as quickly as possible following the electronic transmittal. Keep a copy for the current fiscal year then shred. 2.h.2. S.R.O. Payroll Report Procedures The S.R.O. Payroll Report form is used to report hours worked by City of Mesa police officers who are not funded by the Safe Schools Grant as well as Chandler PD officer(s) working at Summit Academy. This report should be sent into the Payroll Department once each pay period prior to the cutoff time/day listed on the spreadsheet. The hours recorded on the S.R.O. Payroll Report form will be keyed manually in the Payroll Department. Time worked for Student Activities by a police officer should still be turned in to the Student Activities department for processing. Complete the top right-hand section of the form when saving as your master. The form is to be turned in once per pay period. The original report form must be signed by the administrator and sent to the Payroll Department, along with all corresponding work orders (payment invoices) and timesheets, as quickly as possible following the electronic transmittal. Incomplete information will delay payment to the officer(s). Keep a copy for the current fiscal year then shred. 2.i. PAYCHECKS While the District has moved to mandatory direct deposit, it is possible that an employee s first check may be a paper check if the direct deposit information is not received in Payroll prior to the cutoff for processing payroll. All live paychecks are delivered to the schools during the school year (starts the first check in August, after students return, through the last check in May, prior to the last day of the school year). All live paychecks for employees working in departments are mailed to the address on file. In the summer months, all paper checks are mailed to the address on file. It is crucial that employees verify their mailing address, not only for paper checks but for any other District communications that are mailed. If 8

10 the employee needs to change their address they must complete a Personal Data Change Form and send it to Human Resources or online through the ivisions Employee Self Service Web Portal. You must take precautions with the checks that are delivered to your site! Recommended Procedure 1. School secretary places the live checks in sealed envelopes and distributes personally. DO NOT LEAVE CHECKS IN AN EMPLOYEE S MAILBOX! or 2. School secretary files the live checks in sealed or reusable envelopes labeled with the employee s name and place them in an alphabetical file box. The employee signs a sheet indicating the check has been received and then removes the check from the file box. 3. Unclaimed checks must be locked up overnight. 4. Unclaimed checks must be returned to the Payroll Department after 5 working days. For employees receiving their pay by Direct Deposit, pay stubs can be viewed through the ivisions Employee Self Service Web Portal. (For assistance with Active Directory passwords for ivisions Employee Self Service Portal, employees can call the I.S. Help Desk at x

11 II. Accessing the TimeClock Plus Manager Portal Accessing the TCP Manager Portal Manager Portal web address: a. Enter your Active Directory log in External ID b. Enter your LDAP (Active Directory) Password c. Click Log On or hit Enter This will bring you to your Dashboard where you can view a summary of information that may need your attention. (Missed Punches, Required Approvals, Approaching OT, etc.) 10

12 III. Posting Absences/Attendance Codes in TimeClock Plus All Certified and Classified employees absences are expected to be requested in TimeClock Plus. Requests may be posted through the Request Manager tab in the TimeClock Plus Manager portal. Employees will make their absence requests under the Requests tab on the WebClock and under Self Service > Requests on the Wall Clock. Certified or Exempt absences must be reported in HOURS as whole day (8 hours) or half-day (4 hours) increments. Classified hourly absences must be reported in HOURS AND MINUTES rounded to the nearest quarter hour (0:00, 0:15, 0:30, 0:45). Administrators/Supervisors/Directors (Managers), as well as Editors, will receive an notification when an employee requests time off through the Request Manager. The manager and editor can view the absence request on the Request Manager in Manager Portal. 1. Administrator/Supervisor/Director (Manager) Steps to Approving or Denying Absence Requests Through the Request Manager Navigate to the Request Manager screen by clicking Tools > Request Manager. The Calendar view displays the current month, the requests submitted for each day, and the status of each request (pending/approved/denied). The List view is an alternate method of viewing and approving or denying leave requests. 3. Double-click the Pending request to make an edit to the time requested, to view accrual balances prior to approving a request, or to view or add a note to the request. 11

13 4. Right click the request with a Pending status and choose Approve Request Level 1 or Deny. Once completed, an is sent to the employee. If the request is approved, TCP will automatically post the absence to the employee s time sheet. Once an absence is approved, it will post to the employee s time sheet, which can be viewed through either Hours > Individual Hours or Hours > Group Hours. Absences cannot be edited or deleted on the Request Manager after the Approval is completed. b) Manager/Editor Posting Absences in Hours > Individual Hours There will be circumstances in which an employee has not requested an absence through the Request Manager. Editors will then need to post the absence directly to the employee s time sheet in Hours > Individual Hours. Please note that absences can only be added in a current, open pay period. Absences not previously recorded in TCP in a prior pay period necessitate a TCP Closed Adjustment Form be completed and sent to your Payroll clerk. For absences using Sick, Vacation, Compensatory, Trade/Flex, and Personal Leave $85/Day, the editor must verify that the employee has enough hours available. Click the Accruals tab > Remaining Balance prior to adding the absence. Balances are current as of the last day of the previous pay period. Additionally, TCP does not deduct hours from the balances for absences posted in the current pay period until the day after the pay period ends and accruals have been processed. It is the editor s responsibility to calculate the available hours as the absences are posted. Sick leave and vacation accruals are earned on the last calendar day of the month. However, they are not posted to the accrual banks until the day after the pay period in which the accrual is earned ends and accruals have been processed. Earned accruals that have not yet posted are still available for use. 12

14 NOTE: Accruals earned will be posted to the ivisions portal the month after it is earned, once accruals have been processed in TCP. It may be delayed from showing in the ivisions portal a month sometimes longer after it has been earned, depending on when in the month it was earned and how soon it can be processed in TCP. c) To post an absence in Hours > Individual Hours: 1. Select the employee you need to post an absence for by either clicking on the employee name in the list on the left side of the screen, by typing any portion of the first and/or last name, or by typing the employee ID/badge number in the Search box above the list of employee names. 2. Click + Add Segment. The Add Segment Dialog Box appears. 3. Check the Time Sheet Entry box on the left-hand side. 4. Select the date of the absence in the Time In field. Today s date will be the default. 5. Enter the start time of the absence next to the Time In field. 6. Enter the Hours for the absence: a. For Classified, enter in 15 minute increments (i.e. 2hrs and 45 minutes is entered as either 2:45 or 2.75). b. For Certified, enter in whole or half days (i.e. 4 hours or 8 hours for full FTE staff). 7. Click inside the Job Code box (or on the arrow at eh bottom right corner of the field) to activate the drop down for selecting the absence type (i.e. sick leave, professional leave) 8. Add a description in the Note field if needed. 9. To add multiple days in a work week (i.e. Monday-Wednesday), select additional days in the Days box. Be careful, however, as TCP will add postings on weekends if the days you are adding carry over from Friday to Monday. 10. Click Save to complete. d) Editing an absence in Hours > Individual Hours: a. Select the segment to be edited by right-clicking on the segment to be edited, or click Manage Segments > Edit. The Edit Segment dialog box appears. b. Make changes as needed c. Click Save to complete. 13

15 e) Deleting an absence in Hours > Individual Hours: a. Select the segment to be deleted by right-clicking on the segment, or click Manage Segments > Delete. b. Click OK. 14

16 IV. Editing Time in TimeClock Plus 1. Editing a Punch in Hours > Individual Hours: a. Select the Hours Tab b. Select Individual Hours c. Use the search bar on the left to type in the employee s name i. The employee s time will appear in the Hours tab (you will also see View Schedule and Accruals tabs). ii. Select the segment you wish to edit by clicking the box on the far left (or by right-clicking on the segment. iii. The Manage Segments box will highlight on the top of the screen. 1. Click Manage Segments, then click Edit. iv. There is a note field near the bottom of the screen to add any necessary information for auditing purposes. v. Once completed, then click save. 1. Summary will appear on the next screen. vi. Click SAVE to accept. 15

17 2. Adding a Segment of time (an In and an Out punch) *NOTE: This is used for beginning and ending punches only. Lunch punches are entered separately. Please refer to the next steps for adding missing lunch punches. a. Go to Hours > Individual Hours and click on the name of the employee missing punches. b. Click on the line segment that is missing the punch to highlight that line. Click on Manage Segment, then click on Edit OR right-click on the line segment and then Edit. c. When the Edit Segment window opens, uncheck the box on the left that says Individual is clocked in so that the Time Out boxes appear. 16

18 d. Enter the correct Time out date and time in the appropriate boxes. Verify the Job Code is still correct, add a Note as to why you are entering this punch such as employee missed punch, have edit slip, then click Save. 3. Inserting Missing Lunch Break Punches This is for an employee who has clocked in at the beginning of the day and who has clocked out at the end of the day and is missing only their lunch punches. a. Go to Hours > Individual Hours and click on the name of the employee missing lunch punches. b. Click on the line segment that is missing the lunch punches to highlight that line then click on Manage Segment then click on Add Break OR right click on the line and click on Add Break. 17

19 c. Enter the time that the employee started the lunch break, then enter the length of the lunch break in minutes to the nearest quarter hour, (30, 45, 60) enter a note, then click Save. This will create both the beginning and ending lunch punches for the employee. 4. Forcing time to Compensatory (Comp) Time Earned Hours can be forced to comp time ONLY when the number of worked hours exceeds 40 in one week. Holidays and absences cannot be used in this calculation. Comp time can only be forced against the primary (default) position. Time worked under the student activities or rental events job codes must be forced to overtime if total hours worked exceeds 40 in one week. Earning compensatory time in TCP is not done automatically. The editor must force the hours manually, and it must be done in Individual Hours, one week at a time. CAUTION: Always start with the last segment of the last day of the pay week. Failure to do so will result in the comp time not being calculated properly and the employee not being paid correctly. a. In Individual Hours, adjust the date range to one pay week at a time. There is a box highlighted in green at the top right which breaks down the hours into regular, OT1, OT2, Leave, and Total. 18

20 b. Start with the last segment of the week (i.e. the last segment of Thursday afternoon) and work backwards, if needed. Using the conversion chart, calculate the number of minutes to force to comp. Convert from minutes to hundredths. MIN 100's MIN 100's MIN 100's : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : c. If only part of a segment is to be forced, split the segment by length: i. Select the segment that needs to be split 1. Right click or click Manage Segments ii. Select Split segment by length iii. Click the Icon in the Split column to create a second segment 19

21 iv. In the Length column of the top row, enter the number of hours that will be paid at straight (regular) time. The length of time can be entered either in minutes or hundredths. v. Use the Tab key (NOT Enter) to move to the next field. TCP will calculate the remaining length of time to be forced to Comp Time Earned in the Length column in the bottom row. vi. Verify the times in both Length fields are correct. The top and bottom rows should equal the amount of time originally earned in the segment. vii. In the Job Code fields, the top row remains the original position. Change the field in the bottom row to Comp Time Earn. viii. A Note can also be added, if needed, to each portion of the time being split. ix. Click Save. 20

22 d. Refer to the green box at the top right and verify that the number of hours in the OT1 column match the number of hours in the Leave column. 5. Forcing Overtime When to Force time: To redirect overtime hours to the date and position number record that caused the overtime. Change the default hours from Comp Time Earned to Overtime or vice versa. The order of priority for forcing overtime: o o o o o Rental out of district Rental in district Student activities Hours worked for another School or department Hours worked at the home site with different funding When forcing overtime, make sure the employee physically worked over 40 hours in the pay week. Holidays or paid absences do not count as worked hours. a. Select the segment of time that needs to forced by clicking on the segment and then Manage Segments or by right-clicking on the segment, then Edit. This will open up the 21

23 segment to be edited. b. Click on Extra to bring up additional options for editing, and Select the option Force overtime 1, then Save. This will cause TCP to apply overtime to this segment of time you ve edited. Click Save again to save the edit made in the Edit Segment window. 22

24 6. Handling Student Activities Punches An employee working a Student Activity position must be assigned a job code to work a Student Activity position. To select the Student Activity function, the editor will need to edit the time worked and select the appropriate Cost Code information. The Cost Codes are comprised of the site number as well as the function number. The Cost Code information will be used by the Student Activities department to assign the proper funding in Infinite Visions. 23

25 V. Running and Printing Reports There are multiple reports available to Editors and Managers within TimeClock Plus. The reports are organized into Categories and within each Category several reports can be found. To get to the reports you will click on Reports in the green header, then Period Reports in the menu options underneath the green header. On the Period Reports screen, you ll see not only the Categories and Select a report options, but also multiple filters. The Employee Filter will allow you to select one or more employees to run reports for. This is optional. If you want to see all employees you have access to, you will not need to use the Employee Filter button. You can use the Job Code Filter to look for a specific job number, such as looking for Personal Leave from Sick Leave to view usage, or possibly looking for a specific job worked, such as Student Activities. The Cost Code Filter is used specifically for Student Activities time worked. A Cost Code is needed to record where the job was worked and for what function in order for the Student Activities department to be able to allocate funds appropriately. To the right of the Select a report column, you ll also see five options on how to generate any report. Download: When you click on Download you ll be presented with three options for the format: HTML, PDF, and Open XML. HTML can be opened by a web browser, but is not the District s 24

26 preferred format to use when running reports. The most common choice will be PDF. The Open XML option will create an Excel-type format that looks like the PDF version. Settings: Here you can select numerous options which change with each report, depending on what information is being collected for the report you are running. To reset all options, you can click on the Default button at the bottom and then Save. If there is nothing that needs changed in the Settings, you can click on Cancel. Do not make changes to the name of the report in Settings as the reports are public! (See Create Saved Report Information if you wish to change a report name.) Preview: This is similar to Download, except it will just generate a PDF style report for you to view on your screen. It will disappear from your screen once you move away from the Period Reports menu. Print: This will create the report and take you directly to an option to print the report. Create Saved Report: This gives you an option to save a report with your preferences for your convenience. Specifics on how to create a saved report will be covered later. Please reference this information BEFORE creating a saved report. These options will help you create and run any of the reports made available to you. Therefore, we will only cover each report briefly. Payroll: Approaching Overtime: This report displays employees that are coming close to or are already in overtime. Complete Payroll: This report displays each shift worked for each employee, including the hours worked and the total hours worked that day and week. This report is ideal for situations where you need all the information on a period on hand for an audit or payroll purposes. Exception Summary: This report will show lists of employees per each type of exception, which is ideal for identifying issues on a per-exception basis. The specific exception(s) you need to review can be selected through the Settings. Individual Exception: This report details any exceptions that have been reported, and breaks it down on a per-employee basis. Overtime: This report highlights all shifts responsible for creating overtime as well as an overtime total for each job code and for the pay period. Payroll Detail: This report breaks down individual segments worked by employees, including totals, job code rates, and break lengths. This report is ideal for situations where you need the most information for a period available in one place. Payroll Summary: This report simply shows the total regular and overtime hours worked for each employee. This report is ideal for when the totals for your entire site must be available in one place. 25

27 Cost Code: Individual Costing Detail: This report includes a breakdown of hours by individual segment, for ease of referencing which Student Activities cost codes have been used over time. Job Code: Job Code Analysis Detail: Selecting this report gives you the option to choose what job codes you would like a summary of. It will then give you a detailed report on the total hours worked for each job code broken down by employee as well as totals for each job. Accruals: Accrual Usage: This report displays the accrued time, used accrual time, and adjusted totals for the accrual banks of your employees, and shows when an amount was deducted from an accrual balance. Miscellaneous: Employee Information: This report will provide a list of employees demographic information. **Please be aware that the information listed may or may not be current, depending on when the information was sent over from Visions.** Punch Location: This report provides a complete list of clock operations throughout the reporting period as well as where they were made and what method (Wall Clock or WebClock) was used. Creating a Saved Report 1. Select the Category and Report that you would like to save, and configure the Settings as you normally would. 2. Click on the Save as button. 3. On the Saved Report menu, change the Category name at the top of the menu screen to Custom or Saved Reports. This will help you know which reports are the general, public reports, and which ones are your saved reports. Then give the report a unique, but descriptive title, one that will help you quickly identify it in the future. 4. Leave Make report visible to all users unchecked. 5. To create a unique set of options the report, check Save options and configure the report. 6. To create an employee filter that will consistently be used on the saved report, check Save employee filter and create the filter. 7. Click Save to add the report to your Custom or Saved Reports Category. 8. To run this report later, select the saved report from its Category in the Reports menu. 26

28 VI. Verifying Time and Resolving a Pay Period 1.Verifying Time As an editor for the TimeClock Plus timekeeping system, you will need to monitor and edit the employee s time records daily, input absence/attendance pay codes for both classified and certified as needed, and ensure time sheets are ready for Manager approvals. To accomplish this task, you need to understand the District s policies and regulations and the Fair Labor Standards Act regarding workday, workweek, pay week, overtime, and compensatory time. In addition, you need to understand how job codes work in TCP to ensure that the time flows to the correct funding. 1.a. Exempt vs. Non-Exempt status The United States Department of Labor categorizes employees either as exempt or non-exempt for wage and hour issues. All classified personnel, except for Supervisors and Administrators, are considered non-exempt employees. Non-exempt employees are paid an hourly rate and are subject to the rules and regulations of the Fair Labor Standards Act. To comply with the regulations of the Fair Labor Standards Act, you must understand the following: 1. All non-exempt employees must record hours worked in TCP, except police officers. 2. If a non-exempt employee works over forty (40) hours per week not including hours for holidays or accruals used the employee must be compensated at time and one-half, either through wages paid or compensatory time recorded. 3. Work that the employee does before or after scheduled hours, even without direct permission is compensable. Work performed at home for the District is also compensable. 4. A Classified employee, with the exception of some coaches, can neither be paid in cash nor be paid a stipend or flat rate. The employee must be paid his/her hourly rate. The hours must be recorded in TCP. 5. A Classified employee cannot volunteer to do work that is of the same type as the employee s job with the District without being paid and the hours recorded in TCP unless the employee is volunteering in his/her own child s school. 6. The TCP time card/sheet is a record of the time worked by the employee. The time card/sheet must be approved by the Administrator/Supervisor. 1.b. Workday The workday is the part of the day during which one works and is determined by the Superintendency. The defined working day may include lunch breaks and/or rest periods. 1.b.1. Meal Breaks Each full-time employee is authorized a minimum uncompensated meal break of thirty (30) minutes and maximum of sixty (60) minutes, as scheduled by the appropriate Administrator/Supervisor. Full-time for a classified non-exempt employee is eight (8) hours per day or forty (40) hours per week, exclusive of 27

29 meal breaks. Employees working less than eight (8) hours per day may be scheduled for a meal break at the discretion of the supervising administrator. If an employee works through his/her scheduled lunchtime due to circumstances beyond his/her control, the lunch break becomes compensable. If the employee is at lunch and is interrupted to perform District-related work, the employee is to clock back in. If they were not able to clock in, they need to correct the missed punch at the next TCP clock operation. They should also try to reschedule their lunch during that same workday so that they do not go over their scheduled hours for the day. 1.b.2. Rest Period Employees who work eight (8) hours per day shall be accorded two (2) separate fifteen (15) minute rest periods per day, one in the first half of the shift, and one in the second half of the shift. Employees who work fewer than eight (8) hours per day shall be accorded one (1) rest period as follows: 1. Any employee who works at least four (4) hours prior to a scheduled meal break shall be accorded a fifteen (15) minute rest period or break. 2. Any employee who works at least four (4) hours after a scheduled meal break shall be accorded a fifteen (15) minute rest period or break. 3. Any employee who works for (4) to six (6) hours per day and does not have a scheduled meal break shall be accorded a fifteen (15) minute rest period or break. Administrators/Supervisors will determine the rest period schedule. 1.c. Pay week vs. Workweek There is a difference between pay week and workweek. The District s pay week is determined by the Superintendency. The workweek is defined by the employee s work schedule and may be different from the pay week. The District defines the regular workweek as Friday through Thursday. Overtime is automatically calculated in TCP when the employee works over forty (40) hours in one workweek. 1.c.1. Pay Week The pay week for Mesa Public Schools is Friday at 12:00 a.m. through Thursday at 11:59 p.m. The hours recorded in TCP for two (2) pay week periods will be rolled into payroll and paid. For most employees in the District, the pay week is the same as the workweek. 1.c.2. Workweek The normal workweek for classified employees shall be no more then forty (40) hours per week. No employee shall work more than forty (40) hours per week without authorization from a division superintendent. A workweek is defined by Fair Labor Standards Act as a regularly recurring period of seven (7) consecutive twenty-four (24) hour periods. The fixed and recurring one hundred sixty-eight (168) hour 28

30 workweek may begin on any day and at any hour of the day. After defining the workweek, the accumulated hours over forty (40) must be paid at one and one-half (1 ½) times the employee s hourly rate. Our District permits alternative workweeks for individuals whose work schedules will allow for flexibility. The alternative workweek (9/80 schedule) is a flexible work schedule designed to work with the Clean Air Act and Travel Reduction Program. The 9/80 schedule is working eighty (80) hours in nine (9) days. The two-week period would include eight, 9-hour days, one, 8-hour day and one day off (TRD). Four (4) hours into the 8-hour day is the day divide and the starting time of the employee s workweek. If your 8- hour day starts at 8:00 a.m., your day divide would be at 12:00 p.m. Your workweek for overtime calculations would be from 12:00 p.m. one week to 12:00 p.m. the next. 1.d. Overtime and Compensatory time Any time worked more than forty (40) hours per week is considered overtime and requires the prior approval of the appropriate division assistant superintendent. Only in cases of emergency may approval be obtained after the fact. The request for late approval must be submitted on the first working day after the time is worked. Overtime shall be paid either in the form of monetary compensation or compensatory time off, as determined by the site administrator. Approval for overtime must be requested on a PARF. The PARF may be done for a single instance or as a blanket PARF to cover a specified number of hours over the course of a school year. The employee s record is set up as overtime as the default and all worked hours over forty will flow to the default. However, you can redirect the hours from the employee s default by forcing the time. Follow the directions for forcing overtime to compensatory time earned in Section IV-d., Forcing Compensatory Time Earned. When forcing, you must not take the total Regular hours below forty (40) hours. 1.d.1. Overtime TCP tracks time worked for the employees who use the system to clock in and out. When the employee has worked more than forty (40) hours, TCP automatically assigns the overtime pay code to the hours worked over forty (40). The overtime pay code will pay the hours at one and one-half (1 ½) times the employee s hourly rate. To be paid for overtime, an employee must work over forty (40) hours during a week. If during the week an employee has holiday pay, sick leave, personal leave, vacation, etc., this does not count as worked hours. Absences whether paid or not, are not considered worked hours. If an administrator determines they want an employee s current week overtime hours to go to comp time, the hours may be changed by forcing the hours (Refer to Section IV-d., Forcing Compensatory Time Earned for detailed instructions). If you do not get the hours changed to compensatory time earned before the current week is closed, the employee would be paid the overtime, and the record would stand. You would not be able to have the employee docked and place the hours back into the compensatory time accrual bank. 29

31 1.d.2. Compensatory Time Compensatory time may be earned in lieu of monetary compensation if an agreement or understanding has arrived between the supervisor and employee before the work is performed. The compensatory time must also have prior approval from the assistant superintendent of the respective division. Compensatory time will be earned under the same guidelines as overtime. The employee must work forty (40) hours during the week for compensatory time to be granted at the rate of one and one-half (1 ½) hours for each hour of overtime worked. The maximum number of overtime hours for which compensatory time may be accumulated is 120 (80 hours worked). Compensatory hours accrued in one contract year must be used by December 31 of the following contract year. Compensatory time may not be used while on an extended contract or any other summer position. If hours were added to the employee s compensatory bank and you wanted them paid, you would need to contact Human Resources to generate the payment. 1.e. Absence Job Codes for generating pay Most absence job codes used in TCP generate pay. When the absence job code pays, the hours will be assigned to the default job code when sent to Visions to pay. Familiarize yourself with all absence job codes. It is your responsibility as editor to verify and ensure that each segment of time is associated with the proper absence job code. 30

32 1.e.1. Absence Job Codes TYPE OF ABSENCE JOB CODE PAID (Y / N) TAKEN FROM REMAINING BALANCE NEG OR POS Administrative Leave (Administrators Only) 9210 Y Sick + Compensatory Time Taken (Classified only) 9100 Y Compensatory Time + Court Subpoena 9655 Y Jury - Earned Paid Sick Time (EPST) 9250 Y EPST + Flex/Trade Days (Certified Only) 9700 Y Trade / Flex Day + Industrial Injury Sick Leave 9011 Y Sick + Industrial Injury Vacation 9012 Y Vacation + Industrial Injury Comp Time 9014 Y Compensatory Time + Industrial Injury Certified Personal Leave* 9013 Y Personal Leave - $85/Day + Industrial Injury Off Contract* 9010 N Off Contract - Unpaid - Jury Duty 1 day only (no deduction) 9650 Y Jury - Jury Duty Deducts $12.00* 9651 Y Jury - Jury Duty Deducts $40.00* 9652 Y Jury - Leave of Absence First & Last Unpaid Day 9402 N Off Contract - Unpaid - Military Leave 9800 Y Military Leave - Military Leave Unpaid* 9801 N Military Leave - Off Contract* 9400 N Off Contract - Unpaid - Off Contract No Sick Leave* 9401 N Off Contract - Unpaid - Personal Leave from Sick Leave 9210 Y Sick + Personal Leave Deduct $85* (Certified Only) 9600 Y Personal Leave - $85/Day + Professional Leave/School Business 9500 Y Professional - Sick Leave 9200 Y Sick + Smart Schools Plus 9990 N Smart Schools Plus - Smart Schools Plus Off Contract 9992 N Smart Schools Plus - Student Inflicted Injury 9900 Y Student Inflicted Injury - Vacation 9300 Y Vacation + *Deductible from Salary/Wages 1.e.2. Fifteen (15) Minute Break Upon approval by the appropriate Administrator/Supervisor, the afternoon breaks on Fridays may be scheduled fifteen (15) minutes prior to the end of an employee s work shift. The employee will leave fifteen (15) minutes early but be paid as if they had completed the shift. The following conditions must be met for the employee to qualify. 1. The employee s regularly scheduled Friday must be an eight (8) or nine (9) hour shift. During the summer, this practice may be applied to Thursday, if the employee s regularly scheduled Thursday is a ten (10) hour day (a 4/10 schedule). When a holiday falls on Friday, this practice may be applied to an alternate day of the week, as determined by the Superintendency. For example, during Thanksgiving week, Wednesday may be treated as Friday. 2. The employee must work no less than their regularly scheduled shift, less fifteen (15) 31

33 minutes. For an eight (8) hour shift, the employee must work at least seven (7) hours and forty-five (45) minutes. For a nine (9) hour shift, the employee must work at least eight (8) hours and forty-five (45) minutes. For a ten (10) hour shift, the employee must work at least nine (9) hours and forty-five (45) minutes (applies to summer schedule of a ten (10) hour shift on Thursday). If the employee is absent for any reason or for any part of the day, the minimum time worked requirement will not be met. Any break the employee may qualify for will be taken at their normal break time. The employee cannot use a break for leaving work early in this instance. If an employee meets the criteria for leaving early, but is unable to leave due to a business need, they will still be compensated for the fifteen (15) minutes. Compensation may put the employee over forty (40) hours worked, and result in overtime paid or compensatory time earned. Employees who meet the criteria and leave work fifteen (15) minutes early should clock out at the time they leave. The TCP editor will add the fifteen (15) minutes to the TCP time record as a timesheet entry under the employee s primary/default job code. 1.e.3. Holidays The Holiday job code is mass entered through TimeClock Plus into each employee s record, if they are eligible for the holiday pay. Each employee s holiday is assigned according to his or her average daily hours and contract term. Twelve (12) month contract employees are paid for eighteen (18) holidays each fiscal year. Nine (9) to eleven (11) month contract employees are paid for the holidays occurring during their work term that are scheduled for teachers in the approved school calendar. They will be assigned the proper number of holidays depending on the length of their work term. All part-time employees (less than thirty (30) hours per week), working a minimum of eight (8) months, excluding substitutes and temporary employees, shall be paid for nine (9) holidays beginning their 6th year of continuous employment. This includes twelve (12) month part-time employees. The scheduled holidays are as follows: 6-8 Yrs Yrs. 14 Yrs. + Days Days Days Labor Day 1 Veterans Day 1 Veterans Day 1 Veterans Day 1 Thanksgiving 2 Thanksgiving 2 Thanksgiving 2 Semester Break 2 Semester Break 4 Semester Break 4 Presidents 1 Presidents 1 Civil Rights 1 Spring Break 2 Spring Break 2 Presidents 1 Spring Holiday 1 Spring Holiday 1 Spring Break 2 Spring Holiday 1 32

34 The amount of holiday hours earned is determined by the employee s average hours. If the average hours are 5.8 or 3.8 a day, the hours will be rounded up to 6 or 4. Holidays will only be paid if the employee works (or has an eligible accrual to use) the day before and after the holiday, unless the day before and/or after the holiday is a normal scheduled day off. Notify the Payroll Department during the current week if a holiday job code appears on the record of an employee that you know should not be earning the holiday. If an employee is required to work on a day that is designated as a holiday for their work term, they will be compensated at time and one-half (1 ½) for all hours worked. TCP automatically assigns time worked on a holiday as overtime when the employee clocks in and out for their worked time on the holiday. The employee will also receive the holiday pay. 1.e.4. Overtime When an employee works over forty (40) hours during a week, the TCP Timekeeping System automatically assigns the overtime job code to the hours worked over forty. The total hours assigned the overtime pay code are then paid at one and one-half (1 ½) times the employee s hourly rate. 1.e.5. Regular Work Hours The combination of a clock in and clock out on the employee s record is considered a segment of time. The worked hours accumulate in the Regular hours and are shown in the Individual Hours at the top right of the Hours screen. If an employee forgets to clock in or clock out, the employee needs to correct the missed punch at the next clock operation. Missed punches should be rounded to the nearest quarter hour for beginning or end of day punches. Missed punches for lunch breaks should be rounded to 15, 30, 45, or 60 minutes. While editing the employee s record, be sure to verify that all the worked hours are also directed to the correct job code. If an employee works over forty (40) hours in their workweek, TCP automatically assigns the additional time to overtime. 1.e.6. Shift Differential Shift differential is paid to those contract employees whose scheduled work shift is substantially different from the standard working hours and are assigned to a TCP role that earns shift differential. Substitutes, part-time, or temporary employees do not qualify for shift differential. The shift differential is paid when fifty-one percent (51%) of the worked hours fall in either the second shift or the third shift as defined by the Governing Board. The second shift hours will fall between 2:00 p.m. and 12 midnight and pay thirty-five cents (.35) more per hour. The third shift hours will fall between 11:00 p.m. and 7:00 a.m. and pay fifty cents (.50) more per hour. TCP will automatically assign the shift differential job code to the hours when all the criteria are met for each shift. Employees on a shift differential role in TCP will show an additional column on the Hours tab in Individual Hours. The Shift column will reflect what shift has been calculated by TCP and will also be reflected in the Job Code column as shown here: 33

35 1.f. Position Numbers (Job Codes) for funding purposes All hours in TCP must be directed to the correct positions i.e. job codes. If the time is not properly assigned, your budget will be affected. 1.f.1. Job Codes When a PARF is generated for an employee to work a job at your site and have it funded through a specified account, a Job Code is assigned. The position number flows from Visions to TCP and becomes the default position number. If the employee has been hired for several jobs, the employee will have multiple job codes. When any employee has more than one job code, the employee will need to transfer jobs at the clock and select the proper job code to direct the time to the other job code at the start of that job. Transfer punches need to be done using the clock. When an employee is changing jobs, they should not be swiping out, waiting a minute or two, then swiping back in. By using the transfer button at the clock, TCP will insert an out punch and an in punch under the code used. (Video instruction available online.) 1.f.2. Student Activities Job Code When an employee works for a student activity function, the time must be swiped/entered under the Student Activities job code at the clock. The funding usually comes from student club monies or organizations. Make sure that the correct Cost Code is entered before the week is closed. (Refer to Section IV-f. Handling Student Activities Punches) All time worked by an employee will be gathered in TCP and calculated for overtime. If the student activity puts the employee into overtime, it is very important that you monitor and redirect the overtime to the student activity position number for funding. (Refer to Section IV-e., Forcing Overtime) 1.f.3. Rental Functions Job Codes District personnel, who work a rental activity that is not part of their regular shift, will clock in and out under the rental job code assigned through Visions. Any employee who works overtime (or additional hours beyond their contract hours) for rental functions must clock in using the correct rental job code. There are two (2) possibilities: Rental Within the District (School to School, Department to School, Program to School) Rental Out of the District (Outside business or agency using the school facility) 34

36 2. Resolving a Pay Period You can complete the Manager Approvals quickly and simply for your employees time in one of two ways: 2.a. Individual Hours 1. Go to the Hours > Individual Hours Select the employee Review the segments for the pay week for discrepancies. If there are no discrepancies then either select the or select the individual boxes Then press apply changes (this is only when you select the individual boxes). 2.b. Group Hours 1. Go to Hours > Group Hours Select the corresponding pay week (see highlighted field below) 2. Review the pay week of each employee for any discrepancies. If there are no discrepancies then select Exception Filter and check the Manager Approval box as well as the Missed Punches box. Then click Filter. The screen will re-process the information and only show the time that still requires Manager Approvals. 3. Once you ve narrowed down the records that still require approvals, click Resolve Period and select Approve on the Manager Approval radio button, and if there are other exceptions 35

37 (Missed Punches) to approve, select that radio button as well. Then press Apply. This action will approve all employees including those who do not show up on current page. 36