HR Time Collection System

Agenda Topics • HR Time Collection System Overview – Time Collection Devices (TCD) – Basic overview – Time and Labor Work Flow

• Clock Punch Overview – Quick Reference Guides – Clocking In/Out – Time Keeping Locations (TKL)

• Roles and Responsibilities – Supervisors – Timekeepers » » » » »

Resolve Punch Exceptions Printable Timesheets Timesheet Summary Badge Queries Projected Wages Report

– Division Payroll Coordinators

Time Collection System Overview • Types of Time Collection Devices (TCD) – Kaba wall mounted clock

– Kaba web clock

Time Collection System Overview (cont’d) • For those utilizing a Kaba wall clock – Wall mounted clocks have a proximity ID reader builtin and onscreen instructions to clock In/Out. – Employees issued NCSU ID cards on or after May 2010 come equipped with a proximity access ID # – Proximity access allows employees to use the card scanning feature to punch In/Out and track time worked. – Recommended with employees who have little or no access to computers.

Time Collection System Overview (cont’d) • For those utilizing a Kaba web clock – Accessible from the MYPACK Portal through Employee Self Service. (valid unity_ID/password required) (Navigation: Time Reporting->Report Time->Punch Clock)

– Employees with a valid NCSU ID # can login to the web clock to punch In/Out. – Convenient for employees with access to a computer, laptop, or personal IP device with access to the internet.

Time Collection System Overview (cont’d) •Kaba records the actual time stamp (hh:mm) then transfers the data to the HR System in 15 minute intervals, starting at the top of the hour. HR System •Payroll processes the data in the HR System, rounding (up or down) to the nearest quarter hour increment.

Roles and Responsibility OIT/EAS Specialist

Scheduled to Work Punch In/Out Record Time Worked

KABA Time Collection Device (TCD)

Central Office Specialist

B-Comm is the link between the KABA device and PeopleSoft. Clock punch data is transferred every 15 minutes starting at the top of the hour.

HR System/ PeopleSoft 9.1

4. HRIM

5. University Payroll Processing

Empl data support

Payroll support

Time & Labor Support

Payable Time Support

Vacation, Bonus, & Extra time Approvers

Run Time Admin Prime

Access/Review Timesheet 1. Clock Punch Employees

2. Timekeeper Accessible through Manager Self Service

Collaborate with Supervisor to... Resolve time punch exceptions Validate Payable Time Review daily to eliminate delays

3. Division Payroll Coordinator Accessible through Manager Self Service

Verify divisional payable time st

1 level support for Timekeepers Work directly with HRIM on Time & Labor issues they cannot resolve

Division Administrator Accessible through Manager Self Service

Review reported time Review payable time Review budget reports

Wall Clock Punch Employees Responsibilities • Be on time for scheduled work activity • Clock In/Out on the primary wall clock (specified by the supervisor) – Scan All Campus NCSU ID card with proximity access ID # and/or – Type in the 9 digit employee_ID # on the Kaba key pad if the employee does not have a new All Campus/Wolfpack one card NOTE: System data has to be modified to enter the 9 digit empl_ID# on the keypad

• Follow the onscreen instructions to punch In/Out • Follow department guidelines regarding lunch and break time • Notify the supervisor immediately if unable to punch In/Out of a Kaba clock device. Please note any errors or messages.

Web Clock Punch Employees Responsibilities • Be on time for scheduled work activity • Access Employee Self Service through the MYPACK Portal. (valid unity_ID/password required) – Navigation: Time Reporting->Report Time->Punch Clock • Employees with a valid NCSU ID # can login to the web clock to punch In/Out. – Type in the 9 digit employee_ID # and click “OK” • Follow the onscreen instructions to punch In/Out • Follow department guidelines regarding lunch and break time • Notify the supervisor immediately if unable to punch In/Out of a Kaba clock device. Please note any errors or messages.

Kaba Web Clock

Kaba Web Clock

Employee Name

Kaba Web Clock

Kaba Web Clock

Welcome Employee

Kaba Web Clock

Employee Name

Kaba Web Clock

Employee

Kaba Web Clock

Employee Name

Kaba Web Clock

Kaba Web Clock

Time Collection Quick Reference Guide Clocking In  Hold your NCSU ID badge within a few inches of the ID reader. o Note: The screen will briefly display employee information associated with the badge then provide screen options to select.  Touch the “Job Clock In” key on the left side of the screen display to clock in. o Note: If you work multiple jobs you will have to select the scheduled job activity before clocking in.  Always follow the onscreen or guide by light instructions. Clocking Out  Hold your NCSU ID badge within a few inches of the ID reader.  Touch the “Job Clock Out” key on the left side of the screen display to clock out.  Always follow the onscreen or guide by light instructions.

Exception Notification

If for any reason you are unable to access the clock, notify your manager immediately and report the issue. Please note any errors or screen messages. Also check with your manager for alternative Time Collection Devices (TCD) to punch In/Out.

Clocking In/Out

Employee ID

Clocking In/Out

Employee ID

Clocking In/Out

Clocking In/Out

Clocking In/Out

Clocking In/Out

Employee ID

Clocking In/Out

Clocking In/Out

When the clock is OFF line follow these steps

Step 1. Clocks will appear off line at the top portion of the screen. The clock however, will still accept the card scan or keypad entries.

Step 2. Job code #0 will be entered automatically. Do not change unless specified by your manager. Select the Green Arrow key to advance forward.

Step 3. Select whether you are clocking In or Out with each time punch.

Step 4. The clock punch data will be saved and transferred to the HR System when the clock is back online.

Time Keeping Location (TKL) Number A TKL is unique digit/alphanumeric code identifying the primary work unit the employee is assigned to punch In/Out. Each job record in the HR System that requires the employee to punch In/Out will be assigned to a specific TKL for the following transactions: • • •

Hire Rehire Additional Jobs

It doesn’t matter if the employee utilizes a wall or web clock, the time punch data will be tracked against the TKL associated with the specific job data record Note: the web clock can be deactivated if the entire college division does not want employees to utilize a web clock.

Assigning the employee to a TKL • •

Enter the transaction in the system using the Start Employment Process prior to effective start date Assign a primary Time Keeping Location (TKL)

Time Keeping Location (TKL) continued A TKL is a combination of the first 2 digits of the division OUC followed by the three digit/alphanumeric TKL code Eg. 47714 represents 47 – Campus Enterprises (OUC) 714 –Case Dining location (TKL)

• Employees are assigned to a primary TKL in the HR system via the Start Employment Process and/or VPAF Process • Security Access Request (SAR), is how a Timekeeper is setup to support direct employees assigned to a specific TKL within a division. SAR code = Campus Time & Labor Timekeeper

Basic Time Management Hierarchy Division Payroll Coordinator

Dept. Timekeeper

TKL #100 Supervisor ID Employee 1 Employee 2 Employee 3 Employee 4 Employee 5

Dept. Timekeeper

TKL #101 Supervisor ID Employee 1 Employee 2 Employee 3 Employee 4 Employee 5

TKL #102 Supervisor ID Employee 1 Employee 2 Employee 3 Employee 4 Employee 5

NOTE: Under no circumstances will HRIM approve employee timesheets

Supervisor Responsibilities The supervisor is identified in job data under the “Job Information” tab as the Supervisor ID. •

Supervisors will be able to review/update/print direct report timesheets for each employee assigned to work for them in job data –

•

The timesheet identifies the following pay period items: – – – – –

• •

An email notification will be sent out at the completion of a biweekly pay period, (24 hours). Project ID and allocation totals Hours worked each day and total hours each week Hourly rate of pay and total dollar amount It flags overtime hours It identifies the total hours of all jobs worked

Supervisors are responsible for making sure employee timesheets are accurate and valid for the pay period. Supervisors can update timesheets or work with timekeepers to resolve any time punch issues for their direct employees – –

Daily timesheet review is recommended Employee Timesheet access is limited to four days after a biweekly pay period end date.

Timesheet Summary

Timesheet Summary

Timekeeper Responsibilities • Manage and validate recorded time entries for employees assigned to their specific TKLs during the current pay period. – Employees will be assigned to a primary TCD/TKL through the Start Employment Process. – After the lockout dates has passed, the timekeeper can only review timesheet data. Consult with the Division Payroll Coordinator to resolve any prior timesheet issues.

• Work with the assigned supervisor in job data to verify or resolve any time punch issues during the current pay period including: – – – –

Missed punches Exception alarms Incorrect punch entries Project ID#’s

• If Printed Timesheets are required, work directly with the employees assigned supervisor for all appropriate signatures.

Timekeeper Responsibilities (cont’d) Resolve any time punch issues before the scheduled biweekly lockout dates… Reference: http://www.ncsu.edu/human_resources/payroll/departments.php, select the appropriate Payroll Schedule for Bi-Weekly.

Recommendation • Monitor employee time punches on a daily basis… • Allocating 15 minutes a day to monitor punch activity… o o o o

Makes it easier to resolve issues while it is fresh in everyones mind Favorably positions the unit to meet payroll deadlines Minimizes human error Eliminates delays in payment

Employee Self Service, Time Reporting, User Preferences

Bi-Weekly pay periods start on Saturday and end on Friday

Manager Self Service, Time Management

Manager Self Service, Time Management

Approve Time and Exceptions, provides a quick view of employee exceptions.

Report Time, managers can verify and manage employee time worked.

View Time, provides options to retrieve data and print payable time sheet information.

Manager Search Options, allows managers to change the default search options.

Manager Self Service, Time Management

Approve Time and Exceptions, provides a quick view of employee exceptions. This section should be monitored daily to prevent any delays in employee payable time.

Report Time, managers can verify and manage employee time worked.

View Time, provides options to retrieve data and print payable time sheet information.

Manager Search Options, allows managers to change the default search options.

Manager Self Service, Approve Time and Exceptions

Identify specific search criteria and click “Get Employees” or just click “Get Employees” to see all exception alarms for all employees assigned to a specific timekeeper.

Manager Self Service, Approve Time and Exceptions

Manager Self Service, Time Management

Approve Time and Exceptions, provides a quick view of employee exceptions. This section should be monitored daily to prevent any delays in employee payable time.

Report Time, managers can verify and manage employee time worked.

View Time, provides options to retrieve data and print payable time sheet information.

Manager Search Options, allows managers to change the default search options.

Manager Self Service, Approve Time and Exceptions

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Manager Self Service, Approve Time and Exceptions

Manager Self Service, Approve Time and Exceptions

Default Project ID unless otherwise specified

Timesheet modification and adjustment comments

Employee Name

Mngr. Name

Comment Bubble

Employee Identification

Exception Alarm Trouble Shooting Guide Exception ID

Desc.

Sev.

TLX10064

Invalid Punch Order IN/IN

High

TLX10064

Invalid Punch Order OUT/OUT Multiple Job Punch Overlap

High

NC000002

High

Reason

Back to back IN punch, potentially a time punch Verify employee/schedule if required. Enter the reset of the employees punch in status after 18 appropriate missing punch time before payroll hours of not punching OUT. lockout. Back to back OUT punch, rarely happens but Verify employee/schedule if required. Enter the potentially the employee failed to verify the appropriate missing punch time before payroll information on the screen & punched incorrectly. lockout. The employee has multiple jobs and potentially Verify employee/schedule if required. Adjust clocked IN on one job before clocking OUT of the the punch time to the appropriate In or Out time other job. for each job before payroll lockout. The sum of accumulated hours exceed 24 hours. Verify employee/schedule if required. Keep in mind the other exceptions listed could be Potentially there could be a missed punch. If so a contributing factor for this alarm. correct missed punch before payroll lockout. Verify employee work status. Update the The biweekly employees payable status is invalid employee job data and/or verify the employee which means the job data status is Inactive in the timesheet if required to match their current job HR System. Clock punch data was entered and data status before payroll lockout. submitted prior to the inactive date. Verify employee work status. Update the The monthly employees payable status is invalid employee job data and/or adjust the employee which means the job data status is Inactive in the timesheet if required to match their current job HR System. Clock punch data was entered and data status before payroll lockout. submitted prior to the inactive date.

TLX00450

More than 24 hours reported

High

TLX00031

Invalid HR Status

High

TLX00032

Invalid HR Status

High

NC000003

Excessive Hours (>14/day) Invalid Project ID

Low

The employees accumulated work time for one day is more than 14 hours total.

High

The Project ID or account information the employee should be paid from is not valid

High

The employee failed to clock out within a 24 hour timeframe.

NC000004

NC000005

In Punch Without Out Punch for 24 Hours

Resolution

Verify employee/schedule if required. Allow the exception if manager approves excessive hours. Verify employee distribution and account information if required. Select a valid Project ID and resubmit payable time. Review the timesheet and follow-up with the employee to find out why they missed a punch. Update the timesheet appropriately.

All unresolved High Severity alarms will not be paid to the employee until they are resolved in the HR System!

Payroll Schedule

Timesheet Summary

Manager Self Service, Time Management

Approve Time and Exceptions, provides a quick view of employee exceptions. This section should be monitored daily to prevent any delays in employee payable time.

Report Time, managers can verify and manage employee time worked.

View Time, provides options to retrieve data and print payable time sheet information.

Manager Search Options, allows managers to change the default search options.

Manager Self Service, NC Time Labor Queries

Time Keeping Location (TKL, Ex:715) search. Divisional or OUC search (Ex: 47, 48, etc...) Employee ID (9 digit) search option.

Badge Query Information

Manager Self Service, Time Management

Approve Time and Exceptions, provides a quick view of employee exceptions. This section should be monitored daily to prevent any delays in employee payable time.

Report Time, managers can verify and manage employee time worked.

View Time, provides options to retrieve data and print payable time sheet information.

Manager Search Options, allows managers to change the default search options.

Manager Self Service, Projected Wages Report

Select the specific start and end date for the report.

Select one of the following Field Criteria: •Employee ID •TCD Group •TCD ID •TKL

The Input Value options will be based on the Input Field Criteria selection.

Projected Wages Report (Monthly employees)

Manager Self Service, Time Management

Approve Time and Exceptions, provides a quick view of employee exceptions. This section should be monitored daily to prevent any delays in employee payable time.

Report Time, managers can verify and manage employee time worked.

View Time, provides options to retrieve data and print payable time sheet information.

Manager Search Options, allows managers to change the default search options.

Manager Self Service, Printable Time Sheet

*Employee Type •Monthly •Temp EmplID •Individual time sheet lookup

*Check Date 12 months of payable check dates, select the specific pay date

*Time Keeping Location Drop down list of all the TKL’s the manager is responsible for monitoring

Printable Time Sheet (DRAFT)

*Supervisor ID

*Check Date 26 payable check dates, select the specific pay date

Printable Time Sheet (DRAFT)

*Dept.

Ledger 5

EmplID •Individual time sheet lookup

*Check Date 26 payable check dates, select the specific pay date

*Time Reporter Group Drop down list of all the TKL’s the manager is responsible for monitoring

Timesheet Summary

Timesheet Summary

Monthly Employee Timesheet Example

Payable Time Details xxxxxxxxx

Payable Time Details

Time Collection System Summary • HR Time Collection System Overview – Time Collection Devices (TCD) – Basic overview – Time and Labor Work Flow

• Clock Punch Overview – Quick Reference Guides – Clocking In/Out – Time Keeping Locations (TKL)

• Roles and Responsibilities – Supervisors – Timekeepers » » » » »

Resolve Punch Exceptions Printable Timesheets Timesheet Summary Badge Queries Projected Wages Report

– Division Payroll Coordinators

Questions