TIMECLOCK INSTRUCTIONS- SECRETARY Logging in and changing your password: Username: LAST NAME WITH FIRST INITIAL: i.e. EULEYS (UPPER CASE) Password: Assigned by Payroll Dept. After initial log on we recommend you change your password. To change password: On the right hand of the screen click on the box showing your name and then select My Options. The User Options window will open up and then select the Passwords tab. Page 1
APPROVAL OF EMPLOYEE TIME & MAKING ADJUSTMENTS: SCHOOL SECRETARY Please follow these steps to review hours in TimeClock. This is very important to ensure that employees are paid properly. Significant overages will impact the budget and lead to paying overtime. TO UPDATE EMPLOYEE MISSED PUNCHES HOURS > GROUP HOURS Enter the start and end date of the pay period range (Saturday thru Friday). Choose Manual from the drop down Under Exception Filter choose Missed Punches and click on Filter Click update Page 2
IN ORDER FOR EMPLOYEES TO BE PAID CORRECTLY, THIS PROCESS MUST BE COMPLETED. Employees with missed punches and their hours (in blue) will be displayed. Blue entries are when an employee did not log IN/OUT properly. These entries need to be edited and approved by you in order to be paid. NOTE: Shift hours in Timeclock reflect true hours and minutes (7.5 hour day on a timesheet will now equal 7.3 hours in Timeclock (7 hours and 30 minutes). See conversion chart attached. You must correct/edit these entries before payroll can be approved by the Principal/Manager. 1. Click on the blue record, then click on the Exceptions tab. Under the Exceptions tab, click approve missed punch and then click apply. 2. This entry will turn green. Repeat on all missed punches. This screen should now be blank if you have properly edited and approved all missed punches. Page 3
ADJUSTMENTS TO EMPLOYEES ENTRIES There may be times when an employee forgets to punch IN and/or OUT; or forgot to enter attendance and the system will not allow them to go back to correct these missing entries. You will need to make these adjustments for them. Paid time off needs to be entered within 5 days of the absence. IMPORTANT NOTE: You should NOT be correcting an employee s time UNLESS they have completed an entry on the Time Clock Adjustment Log (see attached). This provides a paper trail if and when an employee questions an adjustment. When entering time in the TimeClock system, you must always use the 00:00 format for the correct time to register. For example, if entering a sick day for a secretary who works 7 hours and 30 minutes per day you would enter it as 07:30. Hours > Individual hours Enter employee s ID number or name Right click on the entry that needs editing then click on Edit Segment Add hours, attendance (sick, personal, vacation etc.) to complete the employee s time. Use the Job Code drop down box to select sick, personal, vacation etc. Once you have edited and reviewed the employee s hours to be paid, run the complete payroll report for your records to confirm that all employees are being paid properly. Notify your building administrator that payroll is ready for their approval. Page 4
RUNNING REPORTS Report > Period Reports > Complete Payroll Choose the dates of the week starting with Saturday and ending with Friday. Then choose Manual from the drop down. Click on Complete Payroll. This report shows actual IN/OUT punch times and any additional paid time off that the empoyee has entered. Then choose Preview or Print. Review and make sure each employee has the correct amount of time per day/week in the system to be paid properly. Custodians = 8 hours day (worked 6 hours, 2 hours vacation) Should equal 8 hours per day and 40 hours per week Secretaries = 7 hours and 30 minutes day or 37 hours and 30 minutes per week. Employees are responsbile for entering their own attendance for sick, vacation, personal, jury duty and workers comp hours. Holiday pay will be entered by the Payroll staff. School secretaries will be responsible for entering bereavement days for all employees. Please check the correct Bargaining Unit contracts for eligible entries. Page 5