EMPLOYEE MANUAL

Craven Community College

New Bern, NC 28562

TimeClock Plus

Employee Manual

Revised 04/2017 Top of the Document Page 1 of 12

TABLE OF CONTENT

1. Introduction

2. Employee Deadlines

3. Logging into TimeClock Plus

4. View Menu

4.1. View Hours

4.2. View Accruals

4.3. View Messages

5. Requests

6. Manage Time Sheet

7. Helpful Hints

TimeClock Plus

Employee Manual

Revised 04/2017 Top of the Document Page 2 of 12

1. INTRODUCTION

Welcome to TimeClock Plus, this manual is designed to help employees navigate the WebClock

portal of TimeClock Plus. The WebClock application is the primary means for employees to use

TimeClock Plus as they will enter their time worked and leave taken, it can also be used to view

hours and even request time off.

2. EMPLOYEE DEADLINES

Time worked and/or leave taken should be entered within 24 hours of happening to

ensure proper approvals and processing for payroll.

An automatic flag will be set on the Supervisor Approval* day, that will not allow an

employee to enter time/leave for the prior week.

*The Supervisor Approvals are Thursday of each week; however, there are a

few times a year that this day will change due to payroll deadlines set forth

by NC Community College System and the NC State Treasurer’s office. The

monthly payroll deadlines email will state if this day has been changed.

If an employee fails to enter their time worked or leave taken, they need to report it to

their supervisor immediately.

TimeClock Plus

Employee Manual

Revised 04/2017 Top of the Document Page 3 of 12

3. LOGGING INTO TIMECLOCK PLUS

TimeClock Plus is accessible from any computer via the internet. To access TimeClock Plus:

a. Go to the College’s website, www.cravencc.edu.

b. FACULTY AND STAFF>Access to TimeClock Plus>Employee Access.

c. Select Company field should automatically fill-in as Craven Community College 1.

d. Enter in your employee ID number in the Id Number field.

e. Click on Log On To Dashboard.

The employee number can be obtained from:

Log into WebAdvisor, click on Employee profile, view Pay Advice.

Part-time Employment contract.

Or by calling the Payroll office (252) 638-7269.

f. If a PIN was created for this employee then enter it in the Pin field.

The first time an employee logs in, there is no Pin setup, just click LogOn.

*Employee can create a Pin, see Procedures for Create or Change Pin.

g. Click Login.

TimeClock Plus

Employee Manual

Revised 04/2017 Top of the Document Page 4 of 12

After you have logged into TimeClock Plus, select the relevant action from the menu bar at the

top.

In the top right, you will see your name, the server date and time as well as the button to Log

Off and Change Pin.

4. VIEW MENU

Employees may access all of the following features from the View menu:

a. Hours: view total hours worked by segment, day or the week.

b. Accruals: view leave balances, if applicable.

c. Messages: view leave request messages from your supervisor.

4.1 View Hours

The View Hours option allows the employee to view the hours worked in any given week.

Navigating the View Hours Window

a. After logging into TimeClock Plus, select View, and View Hours.

b. Select the appropriate week with the Next and Prev buttons.

c. All of the segments worked during that week can be seen in the grid below.

TimeClock Plus

Employee Manual

Revised 04/2017 Top of the Document Page 5 of 12

4.2 View Accruals

The View Accruals option allows the employee that earns leave to view their leave accruals as of today or by using a forecasted date (future date).

Understanding the View Accruals Window

a. After logging into TimeClock Plus, select View, and View Accruals.

b. Select forecast date is set for today’s date, this option will give the employee their

leave accruals as of today.

c. If an employee wants to view accruals for a future date, change the select forecast

date to the desire date, click update. This option will give the employee the leave

accruals for a future date.

TimeClock Plus

Employee Manual

Revised 04/2017 Top of the Document Page 6 of 12

4.3 View Messages

The View Messages option allows the employee to view any messages sent through TimeClock Plus. After selecting View Messages, you will be able to see a list of messages you have sent. Click on the note icon in the View column to read the entire message, and check Read to remove the message from your list (if the message can be marked as read).

5. REQUESTS

The Requests feature allows the employee to enter time off requests. Time off requests are used when an employee wants to request a certain amount of time off for vacation, sick or other reasons. These requests can be made in any leave code the employee has access to and

TimeClock Plus

Employee Manual

Revised 04/2017 Top of the Document Page 7 of 12

will draw from relevant accrual leave plan.

Navigating the View Requests

a. Access View Requests by logging into TimeClock Plus and clicking on Requests on

the TimeClock Plus dashboard.

b. By default, employee requests will be visible in a Calendar view. In order to view

employee requests in a sortable list, select the List tab.

c. On the Calendar tab, the status of a request (approved, denied, or pending) can be

filtered by checking or unchecking the appropriate options in the Status button.

d. To have more control over what request elements are visible, switch to the List

view. In addition to the options available Calendar view, segments can be organized

by entering in a date range and clicking Update.

Adding a Request

An employee with leave plans will be able to enter requests using their available leave plans. To create a request:

a. Click on the green Add button on the top right side of the window, or click on the +

sign on the desired date while in Calendar view. The date of the request must be

within the last 7 calendar days.

b. To request a full day off, use one of the Templates available to the left for quick

and easy input. Select the template you want to use, then select the Leave Code,

then Save.

TimeClock Plus

Employee Manual

Revised 04/2017 Top of the Document Page 8 of 12

c. If you desire to request leave for less than a day, select the Start time.

i. Enter in the length of the leave request in the Hours field.

ii. Select how many days are being requested, select the number from the Days

field.

iii. Select the Leave Code to be used from this time off request.

d. Enter in a description for this leave request. This step is optional.

e. Click Save.

When an employee enters a Leave Request, the supervisor is notified

via email that the Leave Request has been submitted.

Once the Supervisor approves the Leave Request, the system will

enter the Leave Request information into the employee’s Manage

Timesheet section, so the employee will not need to enter it again.

6. MANAGE TIME SHEET

The Manage Time Sheet feature allows an employee to enter time-based time sheets (based on the start time and end time).

The Manage Time Sheet window includes a number of buttons used to navigate and confirm changes to your time sheets:

TimeClock Plus

Employee Manual

Revised 04/2017 Top of the Document Page 9 of 12

Reject: This button cancels any changes made to your time sheets for the selected

range.

Accept: This button approves any changes made to your time sheets for the range.

Calendar: Select the Calendar icon to select the week you would like to display. You

can also click on the previous and next icons to cycle through weeks.

Display Weekends: If you would like to display Saturdays and Sundays, check on

Display Weekends.

Auto Fill: This button allows you to copy the entries from the week before.

Entering a Time Sheet

a. Once you are logged in TimeClock Plus, click on

Manage Time Sheet from the header bar.

b. Click on Add under the day you would like to

enter a time sheet into.

c. Enter the beginning and end time for the

segment.

d. To change the job code, select Edit.

e. An employee can Edit or Clear the entry up until

the Supervisor approves it.

f. Once the Supervisor has approved the entry, the

Edit or Clear will not be available.

g. To make a correction to an approved entry, ask

Supervisor to unapproved the entry so you can

make the changed.

Beginning and End times should be entered as follows:

All time entered must be rounded to the nearest quarter of the hour.

Example: 8:07 would be counted as 8:00 while 8:08 would be

counted as 8:15.

Use either standard or military time format to enter your time, here are

some options:

8:15 AM can be entered as 815A, 8.25 or 8:15AM.

12:30 PM can be entered as 1230P, 12:30P, 12.5P, or 12:30PM.

5:00 PM can be entered as 5P, 5:00 PM, or 1700.

TimeClock Plus

Employee Manual

Revised 04/2017 Top of the Document Page 10 of 12

h. If you would like to change settings for the selected shift, select Edit. Here, you edit

the date, time, and job code for the time sheet segment.

i. If you would like to copy the time sheet entry to other days in the week, click on

Copy, then select the day you would like to copy to and click Paste.

j. Once you’ve finished editing the time sheet entry, then click Accept at the top of the

screen to commit your changes.

7. HELPFUL HINTS

An automatic flag will be set on the Supervisor Approval day that will not allow an

employee to enter time/leave for the prior week. (Employee Deadlines, pg. 2)

The first time an employee logs in, there is no Pin setup, just click LogOn. (Logging Into

TimeClock Plus, pg. 3)

Leave Requests can be entered within the last 7 calendar days. (Requests, pg. 7)

Templates are available for Leave Requests for quick and easy input. (Requests, pg. 8)

TimeClock Plus

Employee Manual

Revised 04/2017 Top of the Document Page 11 of 12

When an employee enters a Leave Request, the supervisor is notified via email that the

Leave Request has been submitted. Once the Supervisor approves the Leave Request,

the system will enter the Leave Request information into the employee’s Manage

Timesheet section, so the employee will not need to enter it again. (Requests, pg. 8)

Leave Requests from the old version will not automatically be entered in your

timesheet in the new version. If you used the request feature in the old version, the

request is there, but you will need to enter these time-off in the new system once you

take the time off.

Entering leave for a full day, the system will automatically apply your lunch break. In

Manage Timesheet enter as below when taking a full day of leave:

Fall/Spring schedule:

o Monday-Thursday; 8 ½ hour days: 8:00 AM to 5:30 PM. The system will

deduct 1 hour lunch break when taking leave. (See example below)

o Friday; 6 hour day: 8:00 AM to 2:30 PM. The system will deduct 30

minute lunch break when taking leave. (See example below)

Summer schedule:

o Monday-Thursday; 9 hour days: 8:00 AM to 5:30 PM. The system will

deduct 30 minute lunch break when taking leave. (See example below)

All time entered must be rounded to the nearest quarter

of the hour.

Example: 8:07 would be counted as 8:00 while 8:08 would be counted as 8:15.

TimeClock Plus

Employee Manual

Revised 04/2017 Top of the Document Page 12 of 12

Use either standard or military time format to enter your time, here are some options:

8:15 AM can be entered as 815A, 8.25 or 8:15AM

12:30 PM can be entered as 1230P, 12:30P, 12.5P, or 12:30PM

5:00 PM can be entered as 5P, 5:00 PM, or 1700

The Employee PIN # will remain the same, except for those that have a leading zero (0). The leading 0 did not copy over. So for example, if your PIN # is 012345, now it will be 12345. You can update the PIN # to 012345, clicking on Change Pin in upper right hand

corner of the TCP page once you are logged in.