EMPLOYEE MANUAL Craven Community College New Bern, NC 28562
1. Introduction 2. Employee Deadlines 3. Logging into TimeClock Plus 4. View Menu 4.1. View Hours 4.2. View Accruals 4.3. View Messages 5. Requests 6. Manage Time Sheet 7. Helpful Hints TABLE OF CONTENT Revised 04/2017 Top of the Document Page 1 of 12
1. INTRODUCTION Welcome to TimeClock Plus, this manual is designed to help employees navigate the WebClock portal of TimeClock Plus. The WebClock application is the primary means for employees to use TimeClock Plus as they will enter their time worked and leave taken, it can also be used to view hours and even request time off. 2. EMPLOYEE DEADLINES Time worked and/or leave taken should be entered within 24 hours of happening to ensure proper approvals and processing for payroll. An automatic flag will be set on the Supervisor Approval* day, that will not allow an employee to enter time/leave for the prior week. *The Supervisor Approvals are Thursday of each week; however, there are a few times a year that this day will change due to payroll deadlines set forth by NC Community College System and the NC State Treasurer s office. The monthly payroll deadlines email will state if this day has been changed. If an employee fails to enter their time worked or leave taken, they need to report it to their supervisor immediately. Revised 04/2017 Top of the Document Page 2 of 12
3. LOGGING INTO TIMECLOCK PLUS TimeClock Plus is accessible from any computer via the internet. To access TimeClock Plus: a. Go to the College s website, www.cravencc.edu. b. FACULTY AND STAFF>Access to TimeClock Plus>Employee Access. c. Select Company field should automatically fill-in as Craven Community College 1. d. Enter in your employee ID number in the Id Number field. e. Click on Log On To Dashboard. The employee number can be obtained from: Log into WebAdvisor, click on Employee profile, view Pay Advice. Part-time Employment contract. Or by calling the Payroll office (252) 638-7269. f. If a PIN was created for this employee then enter it in the Pin field. g. Click Login. The first time an employee logs in, there is no Pin setup, just click LogOn. *Employee can create a Pin, see Procedures for Create or Change Pin. Revised 04/2017 Top of the Document Page 3 of 12
After you have logged into TimeClock Plus, select the relevant action from the menu bar at the top. In the top right, you will see your name, the server date and time as well as the button to Log Off and Change Pin. 4. VIEW MENU Employees may access all of the following features from the View menu: a. Hours: view total hours worked by segment, day or the week. b. Accruals: view leave balances, if applicable. c. Messages: view leave request messages from your supervisor. 4.1 View Hours The View Hours option allows the employee to view the hours worked in any given week. Navigating the View Hours Window a. After logging into TimeClock Plus, select View, and View Hours. b. Select the appropriate week with the Next and Prev buttons. c. All of the segments worked during that week can be seen in the grid below. Revised 04/2017 Top of the Document Page 4 of 12
4.2 View Accruals The View Accruals option allows the employee that earns leave to view their leave accruals as of today or by using a forecasted date (future date). Understanding the View Accruals Window a. After logging into TimeClock Plus, select View, and View Accruals. b. Select forecast date is set for today s date, this option will give the employee their leave accruals as of today. c. If an employee wants to view accruals for a future date, change the select forecast date to the desire date, click update. This option will give the employee the leave accruals for a future date. Revised 04/2017 Top of the Document Page 5 of 12
4.3 View Messages The View Messages option allows the employee to view any messages sent through TimeClock Plus. After selecting View Messages, you will be able to see a list of messages you have sent. Click on the note icon in the View column to read the entire message, and check Read to remove the message from your list (if the message can be marked as read). 5. REQUESTS The Requests feature allows the employee to enter time off requests. Time off requests are used when an employee wants to request a certain amount of time off for vacation, sick or other reasons. These requests can be made in any leave code the employee has access to and Revised 04/2017 Top of the Document Page 6 of 12
will draw from relevant accrual leave plan. Navigating the View Requests a. Access View Requests by logging into TimeClock Plus and clicking on Requests on the TimeClock Plus dashboard. b. By default, employee requests will be visible in a Calendar view. In order to view employee requests in a sortable list, select the List tab. c. On the Calendar tab, the status of a request (approved, denied, or pending) can be filtered by checking or unchecking the appropriate options in the Status button. d. To have more control over what request elements are visible, switch to the List view. In addition to the options available Calendar view, segments can be organized by entering in a date range and clicking Update. Adding a Request An employee with leave plans will be able to enter requests using their available leave plans. To create a request: a. Click on the green Add button on the top right side of the window, or click on the + sign on the desired date while in Calendar view. The date of the request must be within the last 7 calendar days. b. To request a full day off, use one of the Templates available to the left for quick and easy input. Select the template you want to use, then select the Leave Code, then Save. Revised 04/2017 Top of the Document Page 7 of 12
c. If you desire to request leave for less than a day, select the Start time. i. Enter in the length of the leave request in the Hours field. ii. Select how many days are being requested, select the number from the Days field. iii. Select the Leave Code to be used from this time off request. d. Enter in a description for this leave request. This step is optional. e. Click Save. When an employee enters a Leave Request, the supervisor is notified via email that the Leave Request has been submitted. Once the Supervisor approves the Leave Request, the system will enter the Leave Request information into the employee s Manage Timesheet section, so the employee will not need to enter it again. 6. MANAGE TIME SHEET The Manage Time Sheet feature allows an employee to enter time-based time sheets (based on the start time and end time). The Manage Time Sheet window includes a number of buttons used to navigate and confirm changes to your time sheets: Revised 04/2017 Top of the Document Page 8 of 12
Reject: This button cancels any changes made to your time sheets for the selected range. Accept: This button approves any changes made to your time sheets for the range. Calendar: Select the Calendar icon to select the week you would like to display. You can also click on the previous and next icons to cycle through weeks. Display Weekends: If you would like to display Saturdays and Sundays, check on Display Weekends. Auto Fill: This button allows you to copy the entries from the week before. Entering a Time Sheet a. Once you are logged in TimeClock Plus, click on Manage Time Sheet from the header bar. b. Click on Add under the day you would like to enter a time sheet into. c. Enter the beginning and end time for the segment. d. To change the job code, select Edit. e. An employee can Edit or Clear the entry up until the Supervisor approves it. f. Once the Supervisor has approved the entry, the Edit or Clear will not be available. g. To make a correction to an approved entry, ask Supervisor to unapproved the entry so you can make the changed. Beginning and End times should be entered as follows: All time entered must be rounded to the nearest quarter of the hour. Example: 8:07 would be counted as 8:00 while 8:08 would be counted as 8:15. Use either standard or military time format to enter your time, here are some options: 8:15 AM can be entered as 815A, 8.25 or 8:15AM. 12:30 PM can be entered as 1230P, 12:30P, 12.5P, or 12:30PM. 5:00 PM can be entered as 5P, 5:00 PM, or 1700. Revised 04/2017 Top of the Document Page 9 of 12
h. If you would like to change settings for the selected shift, select Edit. Here, you edit the date, time, and job code for the time sheet segment. i. If you would like to copy the time sheet entry to other days in the week, click on Copy, then select the day you would like to copy to and click Paste. j. Once you ve finished editing the time sheet entry, then click Accept at the top of the screen to commit your changes. 7. HELPFUL HINTS An automatic flag will be set on the Supervisor Approval day that will not allow an employee to enter time/leave for the prior week. (Employee Deadlines, pg. 2) The first time an employee logs in, there is no Pin setup, just click LogOn. (Logging Into TimeClock Plus, pg. 3) Leave Requests can be entered within the last 7 calendar days. (Requests, pg. 7) Templates are available for Leave Requests for quick and easy input. (Requests, pg. 8) Revised 04/2017 Top of the Document Page 10 of 12
When an employee enters a Leave Request, the supervisor is notified via email that the Leave Request has been submitted. Once the Supervisor approves the Leave Request, the system will enter the Leave Request information into the employee s Manage Timesheet section, so the employee will not need to enter it again. (Requests, pg. 8) Leave Requests from the old version will not automatically be entered in your timesheet in the new version. If you used the request feature in the old version, the request is there, but you will need to enter these time-off in the new system once you take the time off. Entering leave for a full day, the system will automatically apply your lunch break. In Manage Timesheet enter as below when taking a full day of leave: Fall/Spring schedule: o Monday-Thursday; 8 ½ hour days: 8:00 AM to 5:30 PM. The system will deduct 1 hour lunch break when taking leave. (See example below) o Friday; 6 hour day: 8:00 AM to 2:30 PM. The system will deduct 30 minute lunch break when taking leave. (See example below) Summer schedule: o Monday-Thursday; 9 hour days: 8:00 AM to 5:30 PM. The system will deduct 30 minute lunch break when taking leave. (See example below) All time entered must be rounded to the nearest quarter of the hour. Example: 8:07 would be counted as 8:00 while 8:08 would be counted as 8:15. Revised 04/2017 Top of the Document Page 11 of 12
Use either standard or military time format to enter your time, here are some options: 8:15 AM can be entered as 815A, 8.25 or 8:15AM 12:30 PM can be entered as 1230P, 12:30P, 12.5P, or 12:30PM 5:00 PM can be entered as 5P, 5:00 PM, or 1700 The Employee PIN # will remain the same, except for those that have a leading zero (0). The leading 0 did not copy over. So for example, if your PIN # is 012345, now it will be 12345. You can update the PIN # to 012345, clicking on Change Pin in upper right hand corner of the TCP page once you are logged in. Revised 04/2017 Top of the Document Page 12 of 12