Time Clock Procedures
“Basic Time Clock Operations for Employees” is intended to provide you with the information to make basic
time sheet entries and to do other basic functions. The Time Clock Procedures has more information and reflects the official procedures for use of time clocks and time sheet maintenance for employees.
In this document we will refer to three positions:
You, as the individual that is keeping the time sheet.
The Time Manager; this will generally be secretaries, head custodians, cafeteria managers, or others. Their duty is to work with the individual to keep timesheets accurate throughout the week. The Time Approvers; this will be principals, department heads and others who are responsible for
approving the time sheet of the individual.
This information is for the individual to use in keeping their timesheet; guidance for the Time Managers and Approvers is in the Time Clock Procedures.
Logging in to Web Clock
This is the login screen for Web Clock:
If you would rather log in using your employee number, click “Bypass.” This log in screen will appear: Type in your
network ID
Enter your password (like you log in to your computer)
This is the screen from which you will make timesheet entries, view your timesheet, and do other functions.
Clocking In
Click on “Clock In” to start your work day. Most employees have only one job code; if you have multiple job codes the following screen will appear for you to select the job code:
This shows that Karl Kacir has only logged in to the Web Clock – he has not made any entry to clock in. This button will always show you the current status of the person logged in.
Make sure you are the person logged in! If you are following someone else on the same computer, and they did not click “Exit,” their name will appear. Click “Exit” to log them out.
After each clock operation a confirmation box will appear – click “OK” and you are done!
Breaks
“Breaks” in the Time Clock Plus procedures refer to any break during the day for which the employee is not paid. Breaks would include lunch time or other time taken off for personal errands.
Breaks in Time Clock Plus have the same effect as clocking out and back in for timekeeping purposes; breaks are entered differently in Time Clock Plus so that the time before and after the break period are seen as all part of the same work day.
Click “OK!”
To go on break, click the “Go on Break” button. Notice that the status bar shows you as “Clocked In” at this point.
When you return from break, follow the log in procedures and select “Clock In” just as you do at the start of your work day. This will take you off of break in Time Clock Plus. You may have to enter a job code, just as when you clock in to begin your day.
That completes the “break” process.
Clocking Out
Most employees will clock out only one time, and that is at the end of their work day.
Missed Punches
It is very important for employees to know how to enter a “missed punch.” This process is necessary any time an employee misses a time clock punch, either in or out.
The missed punch process in Time Clock Plus essentially goes like this: anytime you try to clock out, and Time Clock Plus already shows you are clocked out, Time Clock Plus assumes you missed your “in” punch; so, it brings up a screen that allows you to go back and make the missing “in” punch.
The same is true, in reverse, if you try to clock in, and Time Clock Plus already shows you as “in.”
Okay, assume you start work at 8:00 AM, but forget to clock in. At 12:43 PM you remember you did not clock in. Here are the steps to correct that missed punch.
This screen will appear; click “Continue.”
At this point the Web Clock status will show you as “On Lunch,” or “On Break,” depending on your selection.
Time Clock Plus is going to say, “Hey, you are already clocked out.” Here is the screen you will see:
The next screen you will see is this:
This screen will come up:
Log in to the Web Clock. Since you missed your clocking in, Time Clock Plus will show your status as “Clocked Out.”
Now, to correct your missed punch, you are going to click on “Clock Out.”
You will answer “Yes,” I want to correct my time now.
Click on “Continue.”
The “Missed Punch” routine works well as long as you are not missing more than one punch, such as:
You punched out at the end of work yesterday, but forgot to punch in until mid-morning. o Use the “Missed Punch” routine to clock in, and out, and then immediately clock
back in.
You get to work at 8:00 AM, but remember that you forgot to punch out when you left work
the day before.
o Using the “Missed Punch” routine, hit “Clock In.”
Time Clock Plus will come up with a screen for you to enter your missing
entry to clock out.
If you are missing more than one punch, go see your Time Manager to get you caught up.
Viewing Information and Making Copies of Your Time Sheet
Most often, you will be looking to see how your time sheet appears for the week. Select “Hours” to see your time sheet. A screen similar to this will appear:
The “View” button allows you to see information important to you!
Note the “A” and boxes on the far left. These are very important, as this is where you approve your time sheet, as discussed in the next section.
Approving Your Time Sheet
You will approve your time sheet in the “View Hours” screen. In this example the employee has approved entries for 8/22/12.
Timesheets should be kept current during the week for prompt submission at the end of the work week. Time sheet entries should be reviewed and approved by the employee through Thursday of each
week.
All time sheet entries must be approved by the end of the work week (Saturday, at midnight), except in special circumstances that make this not possible.
o In the event there are special circumstances, the employee must get approval from their supervisor to approve their time after the work week.
If the employee is unexpectedly absent on Monday and has unapproved time, he or she should approve those timesheet entries the first day they return to work.
You can print your timesheet in Word or Excel format
My timesheet accurately reflects my hours worked and/or my attendance as required by these
timekeeping procedures;
Entries for extra duty pay and other compensation are accurate;
Any adjustments for lunch periods or other entries made automatically by Time Clock Plus are
appropriate; and,
I accept full responsibility for the accuracy of any correction or entry made by a Time Manager or
Approver.
Manual Time Sheet Entries
You should make all time clock entries to start and stop work directly in to the Web Clock or to a Time Clock. There are some specific types of time sheet entries that are made by “manual entry.” Manual entry means that you do not punch in and out of the job code – you open up the Web Clock and make a direct entry of the time. These entries are made to record certain types of work time and they are used to record leave time. Only certain job codes allow manual entry. The majority of job codes require entry through the usual time clock punch.
Entries that can be made by manual entry include: Crossing guard duties.
All extra duties performed by teachers and other professional category staff. Leave time for paraprofessional and auxiliary staff.
Comp time for paraprofessional and eligible auxiliary staff. The process to make a manual entry is similar for each of these items. Here is how you make a manual entry of time in to Time Clock Plus:
The single entry screen can be used for entering time for one day, or maybe two. The multiple entry screens will generally be more convenient if there are more days to enter.
The following screen will come up for “single entry.”
Open the Web Clock screen and click on Time Sheet Entry
Use the drop-down menu to select the Job Code. The Job Code menu will only display those Job Codes that have been assigned to you.
o Contact your Time Manager if you do not see the Job Code you need.
o “Job Code” includes codes for work time (crossing guard, extra duty, etc.) and for leave time. NOTE: Check in advance to make sure you have the Job Codes assigned to you that you will need. Failure to have the proper Job Codes may delay your payment for extra duty, crossing guard work, or similar duties.
Enter the date the work was performed (or the leave was taken), the time that you began the work (leave), and the amount of time worked (leave taken).
o Enter 8:00 AM or 12:00 PM for personal and other leave times for ½ day and full day. In the above example, the person began crossing guard duties at 7:00 AM and worked for 45 minutes. This is an example of using the multiple entry screen to enter crossing guard time:
Teachers and Other Professional Staff
You will use the manual time sheet entry process for reporting extra duty. The only change from the above process is that your time will not necessarily be based on true “clock time.” For example, a crossing guard is
Complete the date, starting time, time worked and Job Code.
This information is not applicable – leave blank.
This shows that the employee started each morning at 7:00 AM and worked 45 minutes.
Another screen would be used to enter afternoon duties.
Time – when work or leave started
enter that agreed upon amount of time. The time clock system needs an anchor time, but you and your principal can determine what time to use.
Leave Time Entries for Paraprofessionals
Personal leave, non-duty days, sick leave, jury duty, and any leave other than comp time, should be
requested and processed through AESOP. All you need to do for time sheet reporting is show the time taken for leave.
To enter leave time, follow the process above under “Manual Time Sheet Entries,” and enter all leave time under Job Code 200 – AESOP LEAVE.
Staff development, including when off campus and requested through AESOP, does not have to be entered in Time Clock Plus. Staff development is part of your regular job duties.
Comp time is the only other leave code required in Time Clock Plus. You should use the job code for comp time to report comp time used.
Work Week
Remember that the basic work week, assuming you are full-time, is 40 hours. During the year there is an allowed gap of ½ hour. You need to report a timesheet that has at least 39 ½ hours. If work, holiday and leave do not add up to 39 ½ hours, you need to report use of comp time. If your hours are less than that total, you pay may be docked for the shortage.
37 ½ hours is the required work week in Time Clock Plus at the start of school up to the first full week of students back in class (32 hours if the first full week includes Labor Day). This is to give you a little more “gap” time for convocation lunches, etc.
When comp time is used, the amount that is used is the amount to get your total hours to a full week (i.e., 40 hours).
Overtime for paraprofessionals will be paid in comp time unless otherwise approved by their supervisor.
Leave Time Entries for Auxiliary Staff
Personal leave, non-duty days, sick leave, jury duty, and comp time should be requested from your supervisor in the normal manner.
Leave for auxiliary staff, including comp time, must be reported under the proper Job Code. To enter leave time, follow the process above under “Manual Time Sheet Entries.”
Staff development, including when off campus and requested through AESOP, does not have to be entered in Time Clock Plus. Staff development is part of your regular job duties.
Comp time is the only other leave code required in Time Clock Plus. You should use the job code for comp time to report comp time used.
Work Week
Remember that the basic work week, assuming you are full-time, is 40 hours. Because auxiliary staff are paid on an hourly basis there is no allowed “gap” time.
