For Employees
1. Clock In/Out – 2 ways
Badge Reader: Device used to record time In/Out by
swiping UCSF badge
Web Clock: Website used to record time In/Out to
populate hours onto your HBS timesheet
NOTE
: Based on your work location, you will use either a
Badge Reader or Web Clock
2. Complete Timesheet in HBS
Add Vacation/Sick Hours
Add Notes (optional)
Recording Your Hours: In / Out Only
If you
DO NOT
Clock In and Out for
your Meal Break:
To record your hours, you clock in and
clock out ONCE each day.
1. First when you arrive to start
your shift
2. Second when you leave to end
your shift
Example:
8 hour shift, 07:30 – 16:30 60 min meal break
Clock In 07:30
Work entire shift
HBS automatically
deducts 60 minutes for
Recording Your Hours: Meal Break In/Out
If you Clock In and Out for your
Meal Break:
To record your hours, you clock in and
clock out TWICE each day.
1. First: Clock In when you arrive
to start your shift
2. Second: Clock Out for Lunch
when you take your meal break
3. Third: Clock In from Lunch when
you return from your meal break
4. Fourth: Clock Out when you end
Example:
8 hour shift, 08:00 – 17:00 60 min meal break
Clock In 08:00
Clock Out for Lunch
12:00
1
2
Clock In from Lunch
13:00
3
HBS Badge Reader
Using
Badge Reader Locations
Badge Reader
Location
Helen Diller
Cancer Research Room 562
LARC MB GN 153
LARC Genentech Hall 153
LIBRARY
Kalmanovitz Library
MCB Guard Desk
MCB Guard Desk Lobby
PSSRB
LARC 3rd Flr PS3C1AR
ROCK HALL
Room 151
SHUTTLE MB Byers 102
Byers Hall 100 - Satellite Guard Desk
SHUTTLE MB Parking
1625 Owens St. Parking Office
SHUTTLE PARN MU-G26
Parnassus Garage Level G, Rm MU-G26
HBS Badge Reader
Use the Badge Reader to enter time in your HBS
Bi-Weekly timesheet.
Swipe your badge in front of the key card Use the In/Out buttons to clock
Clock IN to Badge Reader
To Clock
IN
:
1. Press
IN
Button.
2. Immediately swipe your badge across the Badge Reader
(gray section with green light).
THE FIRST TIME YOU USE A BADGE READER (AT ANY LOCATION) ONLY:
Repeat Steps 1 & 2, then 3.
3. Verify Badge Reader confirms IN entry with prompt “Thank You <Your
Name>,” indicating your entry was accepted.
F1 IN F7 F2 F8 F9F3 F10F4 F11F5 F6 OUT F12 UP ARROW F13 C CLEAR
F14 F15 F16 F17 F18 ARROWLEFT HOMEF20 ARROWRIGHT F21 F22 F23 F24 F25 F26 SHIFTF27 ARROWDOWN E
1
2
Clock OUT of Badge Reader
To Clock
OUT
:
1. Press
OUT
Button.
2. Swipe badge (only once).
3. Verify Badge Reader confirms OUT entry with prompt “Thank You
<Your Name>,” indicating your entry was accepted.
Reminder: If you use Badge Reader to record your Meal Break, you will:
Clock Out
for Lunch.
Clock In
when you return from Lunch.
Clock Out
when you end your shift.
F1
IN F2 F3 F4 F5 OUTF6 ARROWUP C
1
Badge Reader Troubleshooting
Issue
Explanation
Resolution
Badge or badge reader
is not working. Employee lost badge or badge/reader is not working. Alert your supervisor.Use Web Clock to clock in/out. Badge reader displays
“Punch accepted in offline mode.”
Swipes are being recorded, but for some reason the
connection with the database server has been lost.
Alert your supervisor. Supervisors notify:
• Kevin Crisp (415) 353-3418 [email protected] • Sanford Chin (415) 353-3507
[email protected] Employee clocks Inand
forgets to clock Out(or vice versa).
HBS automatically creates an invalid entry, meaning that your Inand Outtime will be identical on your timesheet.
Alert your supervisor about this
transaction so a correction can be made on your timesheet.
HBS Web Clock
Using
HBS Web Clock
To access HBS Web Clock, log on at:
https://hbswebclk.ucsfmedicalcenter.org/tpwebwc/
First Time Users:
1. Enter your last name in Help I
Forgot My Login ID field and
click Find.
• “User List” pop-up window
opens. Select your User ID.
• This populates your Logon
ID for step 2.
2. Leave Password blank and click Log On.
• Follow prompts to set your
password.
• Choose password that has: • Minimum 6 characters • No special characters
Clock IN to Web Clock
Date defaults to today’s date.
1. Click
In
. The system records your time in.
Clock IN to Web Clock
Message appears confirming your transaction.
Note: Session automatically logs out after 20 seconds. The system
records your
Time In
for the day.
To Clock OUT for Lunch
1. LOG ON to Web Clock:
https://hbswebclk.ucsfmedicalcenter.org/tpwebwc/
2. Click
Out for Lunch
.
Note
: If you do not clock out for lunch,
all you do is
Clock Out
at the end of day.
Be sure to
Clock Out
based on your scheduled Meal Break (e.g., 12:00).
To Clock IN from Lunch
1. LOG ON to Web Clock:
https://hbswebclk.ucsfmedicalcenter.org/tpwebwc/
To Clock OUT at the End of Your Shift
1.
LOG ON to Web Clock:
https://hbswebclk.ucsfmedicalcenter.org/tpwebwc/
2. Click
Out
. The system records your time out.
Be sure to
Clock Out
based on your scheduled work hours.
Reminder
: If you do NOT clock in and out for your meal break,
this is all you need to do to clock out at the end of your shift.
Clock OUT of Web Clock
3.
Click
Submit
.
Important
: Transaction will not be saved unless you click
Submit
.
If
Meal Break
was skipped, select
Yes
from
Skipped Meal
Complete Your HBS Timesheet
Using HBS to
Complete Your HBS Timesheet
REMINDER: All employees must COMPLETE their time
sheets.
At the end of each pay period, log into HBS to edit and
complete your bi-weekly timesheet.
Recommendation: Complete your timesheet on
MONDAY after the end of the Pay Period.
Access the HBS Bi-Weekly Non-Exempt Employee Job Aid at
Log On to HBS
To access HBS, go to https://hbsweb.ucsfmedicalcenter.org/tpweb/
First Time Users:
1.Enter your last name in
Help I Forgot My Login ID
field and click Find.
• “User List” pop-up
window opens. Select your User ID.
• This populates your
Logon ID for step 2. 2.Leave Password blank
and click Log On.
• Follow prompts to set
your password.
Recommended: Use
2.
View Messages
Upon successful logon, you will see the Messages screen with
important messages, notifications and Help contacts.
Check here for Notifications about your Your Management Group Owner is your starting point for HBS help. Important Messagesabout HBS downtime,
Find Your Current Timesheet
Two pay periods are ALWAYS open in HBS so ALWAYS select the
pay period of the timesheet you want to complete.
Review Your HBS Timesheet
Your timesheet will display your hours for the 2-week time period. The following
slides describe each section in detail.
Input Summary
The Input Summary displays your hours for the 2-week pay
period, based on your Clock In/Clock Out transactions from the
Badge Reader or Web Clock.
If needed, review your Scheduled Shift section to see recorded
Time In/Out.
Review Scheduled Shift
Override Scheduled Shift
If your daily schedule is changed, your schedule details for that day would appear in this section.
Important: Contact your HR Admin to edit any of these fields.
Scheduled Shift
Displays your “normal” schedule.
NOTE: HBS uses military time.
Actual Time Clock Hours
Displays actual Web Clock or Badge Reader IN/OUT times for the day.
If Actual Time Clock Hours section is blank, record
appropriate leave Pay Code for the day.
Recording Vacation/Sick Day
To record Vacation or Sick leave on the timesheet:
2. Select Time In/Out for a normal day and total to a
full day of leave. Note: HBS uses military
time. Add 12 to any PM hours to compute time.
4. Select
Vacation or Sick
Pay Code
5. Click Save button in upper right toolbar. Note: Click Save after
Add Notes to Timesheet (Optional)
You have the option to add Notes to your timesheet.
All Notes in HBS are public record. Once a note has been submitted, it cannot be edited or deleted. Each note is time stamped with the name of the user who submitted the note. Your department may have specific procedures regarding timesheet notes.
Click the Notes button in the upper right toolbar.
Toolbar Buttons
These buttons allow you to perform the following functions:
BUTTON
ACTION
Save timesheet data (warning: does not
complete timesheet)
Reset and clear data to last save Add and view notes
Complete timesheet
Remove Complete – cancels Complete status but data is saved
View current leave balances Print
Complete your Timesheet
If your timesheet correctly reflects your work hours, simply
Complete and certify your timesheet.
WARNING: If no hours are on your
timesheet, you will not be paid.
2. Click OK in pop up box to certify information is accurate. 1. Click Complete button in
Congratulations!
You have completed the
HBS Badge Reader –
Web Clock Training!
Next Step:
Download and print
HBS BW Non-Exempt Employee Job Aid
For Approvers
Review Daily Attendance
Review Timesheet Summary and Timesheets
Compare Clock In/Out transactions to
Timesheet and review Timesheet Action Audit
Approve Timesheet
Review Daily Attendance
Review attendance by employee or by Timesheet Group.
1.
Go to Manager Tasks > Attendance.
2.
Select the Timesheet Group and click Go.
•
Clock-in transactions from Web Clock and Badge Reader are viewable on
the Attendance page by day.
•
Attendance date defaults to today’s date.
Review Timesheet Summary
Review summary to quickly identify timesheets that need more detailed review.
3. Review # of hours paid at higher rate
Determine if timesheet completed by
Employeeand
ready for approval 4. Review # of: - Notes for review - Error/Warning Messages requiring attention 6. Click Employee’s Name to open timesheet for detailed review. 7. Review details on
timesheet. 2. Review # of hours: - Worked
- On Leave or START
-Total for 14-day Pay Period
5. Determine if timesheet
approved
1. START HERE to check status Best Practice: Approve only
COMPLETED timesheets.
For any given day, Approvers can compare the Clock In/Out
transactions to the entries on the Timesheets.
The Location In/Out tells you how the employee clocked in/out:
If Badge Reader, displays Badge Reader Name/Location
If Web Clock, displays Web Clock IP Address
Note: HBS uses military time. To compute PM hours, add 12
(e.g., 4:15 = 16:15).
Click on Timesheet Action Audit button in toolbar
to see if updates were made to timesheet.
Review Timesheet Action Audit
Timesheet update made by
Add Notes and Approve Timesheet
Notes are optional, but it is a good practice to add notes when you edit a
timesheet, to document the change.
All Notes in HBS are public record. Once a note has been submitted, it cannot be edited or deleted. Each note is time stamped with the name of the user who submitted the note.
Click Notes button in the upper right toolbar on the timesheet and a Notes
box will pop up in a separate window.
Click Approve button in the toolbar to approve the timesheet.
2. Click
Submit Note.
For Approvers – Changing Funding
If needed, Approvers can select that certain hours be
charged to specific funding sources.
There are two ways to change funding sources:
Select DPA-Fund from List
Charge all work hours on 2/12 to a single fund on DPA-Fund list
1. Click Fri 02/12.
2. Select DPA-Fund from list and click Save.
Charge all work hours on 2/19 to DPA-Fund (664523-19900) not on list
1.
Click Fri 02/19.
2.
Select <Lookup> from DPA-Fund list.
Enter DPA-Fund number in Cost Center Description:
Click Lookup
*
Be sure to leave a space before and after the dash
between the DPA and Fund numbers
You can also search by DPA or by Fund.
Enter wild card (%) before and after 6-digit DPA number OR 5-digit Fund
number.
Search by DPA
Search Results display.
1. Click Code link next to DPA-Fund 3. Click Close Window
Newly added DPA-Fund appears in list for that specific day.
Remember: DPA-Fund list updates nightly from OLPPS.
Badge Reader Troubleshooting
Issue
Explanation
Resolution
Badge or badge reader is not working.
Employee lost badge or badge/reader is not working.
Lost Badge – Contact Dept HR to get a new badge
assigned in HBS. Employee will need to use Web Clock until the Badge Reader user setup is complete.
Badge Reader Not Working – Contact MC IT (see below)
Badge reader displays “Punch accepted in offline mode.”
Swipes are being recorded, but for some reason the connection with the database server has been lost.
Contact Medical Center IT immediately:
• Kevin Crisp (415) 353-3418 [email protected] • Sanford Chin (415) 353-3507 [email protected]
Employee clocks Inand forgets to clock Out. Or vice versa. HBS automatically creates an invalid entry, meaning that
Inand Outtime will be identical on timesheet.
1. Review the timesheet and find the appropriate entry. 2. Edit the Time In/Out as necessary.
