Time Clock Basics for TUSD Employees

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Time Clock Basics for TUSD Employees

Welcome to TUSD’s electronic timekeeping system!

As of July 1, 2015, the Tucson Unified School District (TUSD) will no longer be using paper forms to record time and attendance information for payroll

purposes. As of that date, all hourly employees will be required to clock in and clock out using the new TimeClock Plus™ system to document time worked.

Use Time Clocks or

Network Computers

• Hourly employees will clock in and out using a time clock at their work sites or via the WebClock web application that can be accessed from any computer connected to the district network. They will also use the system to approve their recorded time at the end of each pay period and to submit requests for leave time.

• Exempt employees will use the timekeeping system to request leave time and to approve their time record at the end of each pay period.

• All certified exempt staff will use the timekeeping system to approve their time record at the end of each pay period and to request planned leave time. However, they will continue to use the sub system to report unplanned leave.

Falsification/Tampering

Please be aware that the actions listed below are prohibited and will be considered severe infractions. Employees found in violation may be subject to immediate disciplinary action, up to and including termination.

• Any attempt to tamper with timekeeping hardware or software. • Clocking in or out for another employee (“buddy punching”). • Clocking in or out remotely using Remote Admin.

• Interfering with another employee’s use of the time clock system.

• Unauthorized viewing of another employee’s time in the time clock system. We know that this is a big change for TUSD, and these instructions are intended to help with the transition. This guide will show you how to perform the following:

• Clock In/Out (p. 2)

• View Punches/Hours Worked (p. 5)

• Request Leave time (p. 7) • Approve Hours Recorded (p. 8) • Make Corrections (p. 9)

Time Clock v. WebClock: Due to the difference in screen sizes, the screens you see on the time clock may differ somewhat from the WebClock screens provided in this Questions? Contact the Time

and Attendance Office. Email: [email protected] Phone: (520) 225-6555 Hours: 9 AM – 5 PM, M – F.

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Time Clock Basics for TUSD Employees

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How to Clock In/Out

1. To clock in at a time clock, log in by swiping your badge through the card reader on the clock or typing your 6-digit employee ID using the touch screen. Alternatively from a computer on the district network, navigate to the WebClock log on web page and type your 6-digit employee ID.

WebClock:

http://timeclocks/app/webclock/#/EmployeeLogOn

2.

Click Clock In.

3. You will now be on the Confirmation screen. You will see your name and the current database time, as well as buttons to Cancel or Continue. If the name and time are correct, click Continue.

Enter Your 6-Digit

Employee ID

Click Desired Action

Time and Name Confirmation

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4. If you have any unread messages, they will appear in the next screen. You can click the View icon to open a message and click Cancel to close it. Select the Read check box to send a confirmation to the sender that you have read the message. A Submit Query button will appear. Click this button to complete the action. The message will be removed from the list.

Time Clock v. WebClock: In the time clock, your messages come up individually as you are logging on and you have the option to read them and send a “received” notification to the sender.

5. Click Continue to proceed.

Unread Messages

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6. If you have more than one job code, select the job code that you’re scheduled to

work from the list and click Continue.

Multiple Jobs: You must clock in and out separately for each job code as you work a shift for that job.

7. Click Ok on the Clock operation successful dialog box.

Time Clock v. Webclock: If you are clocking in or out with a time clock, you will not see this confirmation. You will be returned to the Clock In/Out screen. Just click the Logout button to end your session. Even if you don’t click the Logout button, the system will time you out within a matter of seconds.

8. You’re clocked in!

9. To clock out, repeat the above steps but click the Break button if you’re clocking out for lunch or the Clock Out button if you’re done for the day.

Select Job

Continue or Cancel

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How to View Punches/Hours Worked

1. Log in to a time clock or the web application (see How to Clock In/Out, Step 1, on p. 2).

a. Time clock: Click Self Service>View Hours. b. WebClock: Click Log On to Dashboard.

2. On the navigation bar, click View>View Hours. The punches for the current week appear in the grid. When you are done, click Log Off in the upper right corner.

3. Under the View menu in the WebClock, you have the options to View Last Punch, View Accruals, and View Messages.

View Last Punch

Time Clock v. WebClock: The time clock Self Service screen has a separate Last Punch button to view your last punch.

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View Accruals

Use the Select forecast date option to view accruals including any pending time requests and projected future accruals.

Time Clock v. WebClock: The time clock Self Service screen has a separate View Accruals button to view your accruals.

View Messages

If you have any unread messages, they will appear in this screen. You can click the View icon to open a message and click Cancel to close it. Select the Read check box to send a confirmation to the sender that you have read the message. A Submit Query button will appear. Click this button to complete the action. The message will be removed from the list.

Time Clock v. WebClock: The time clock Self Service screen has a separate Messages button to view your unread messages.

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How to Request Leave Time

a. Time Clock: Click Self Service>Requests. b. WebClock: Click Log On to Dashboard.

2. On the navigation bar, click Request. The Calendar view opens.

3. Click the desired date.

Time Clock v. WebClock: In the time clock Requests screen, click Add instead of selecting from a calendar.

4. In the Add Employee Request dialog box, enter the leave time details. Use the Templates on the left to select Full or Half Days or enter the specific number of hours in the Hours field. You can select multiple consecutive days in the Days field. Select the leave code from the drop-down. In the Description field, enter a short description to help identify this request.

5. Click Save to submit your request.

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6. The selected date will reflect the status of Pending until your Office Manager/Staff

Support Manager approves or denies the request.

How to Approve Your Time Record

a. Time Clock: Click Self Service>View Hours. b. WebClock: Click Log On to Dashboard.

2. On the navigation bar, click View>View Hours (see How to View Punches and Hours Worked on p. 5). The punches for the current week appear in the grid.

3. To approve all shifts, click the Employee Approval header box. To approve

individual shifts, click the desired check boxes on the left. A confirmation message will appear briefly below the navigation bar.

4. When you are done, click Log Off in the upper right corner.

Click Check Boxes to Approve Individual Shifts

Click Header Box to Approve All Shifts at

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How to Make Corrections

Since nobody’s perfect, we know there will be occasions when you mispunch or forget to clock in or out. If that happens, you can make a correction as follows:

Prior to the End of the Payroll Cycle

Any corrections to your time record that occur PRIOR TO THE END OF THE PAYROLL CYCLE require that a Time Edit form (see Sample Time Edit Form on p. 10). This form is available online.

Time Edit Form: http://intranet/tusdforms/documents/PAY1102TimeEditForm.pdf The form must be completed by the employee and signed by the employee’s Supervisor prior to the Office Manager/Staff Support Manager making any change to the

employee’s electronic time record. The Time Edit form is maintained on file with the employee’s Office Manager/Staff Support Manager and the employee is provided with a copy. Examples of corrections would include:

• Correcting missed punches

• Adjusting the clock in or clock out times

• Correcting lunch punches that were entered incorrectly as a “clock out” rather than a “start break”

• Swipes against the wrong job code

After the End of the Payroll Cycle

Any corrections to time that occur AFTER THE END OF THE PAYROLL CYCLE also require a Time Edit form (see Sample Time Edit Form on p. 10). This form is available online.

Time Edit Form: http://intranet/tusdforms/documents/PAY1102TimeEditForm.pdf In this case, make sure the Historical Time Edit Form check box is checked. The form must be completed by the employee and signed by the employee’s Supervisor. When the form is completed and signed, the employee should keep a copy of it and submit the original to the Payroll Department. Payroll cannot legally change or correct any electronic time card records without both the employee’s and Supervisor’s signatures. Corrections resulting from a Historical Time Edit form will be made on the next available payroll run after the form has been received in the Payroll Office.

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Sample Time Edit Form and Description

A brief description of each section of the Time Edit form is provided below. This form is available online: http://intranet/tusdforms/documents/PAY1102TimeEditForm.pdf

New Hires/Transfers/Unpaid Leaves of Absence: If you are a new hire, a transferred employee from another school, or an employee returning from an unpaid leave of absence, document your time worked on a Time Edit Form until your information has been imported into the timekeeping system and you are able to clock in and out.

Historical Time Edit (Previous Pay): If you have adjustments to time worked, or are owed time from a previous pay period because of an early deadline, or need to make time edits after the Monday

deadline, submit a separate Time Edit Form for each period in which the adjustments occurred to your authorized designee. The Time Edit Form should have the Historical Time Edit box checked at the top of the form.

Section A/Employee Personal Information

Type or print your name, employee ID #, and school/dept in the space provided at the top right corner of the form.

Section B/Type of Edit Form

Check the appropriate box.

If this is a “Historical Time Edit Form” entry, please explain the change in the “Other” section below and highlight.

If this is a “Pay From Time Edit Form” entry, you must complete each day worked with a start and ending time.

Section C/Instructions for Completing Form

Read the instructions carefully.

Section D/Time Record Codes

Use these codes to identify the type of edit you are submitting.

Use the “Other” section to record Historical Time Edits, record comments for Comp Time if granted, or to make notations that the Office Manager or Staff Support Manager will need to be aware of.

Section E/Recording Edits

Type or print the code for the time of day or the number of hours used under the appropriate date.

Time Clock Basics for TUSD Employees