Time Clock Plus Who clocks in?

Why do we clock in?

Who reviews my time?

Time Clock Plus

´  Compliance with Fair Labor Standards Act (FLSA)

´  Records for state/federal reporting

´  Accuracy in time management

´  Ensure accuracy of overtime and extra duty

´  Changing job codes

´  Clocking in and out

Time Clock Plus – Who is responsible?

´  Editors- Initial review

´  Approves time and leave entries

´  Week equals 40 hours for classified employees and at least 40 for certified employees

´  Leave entered for all employees and posted in Time Clock Plus

´  ESI employees included

´  Review Substitutes time – Verifies correct employee substituted for

´  Reviews Extra Duty time entries

´  Correct job code is used. Especially if multiple PARs are in effect.

´  PAR hours are adequate for time worked

´  If classified worked time over 40 hours, alerts Supervisor of OT approval needed

´  Supervisors – Secondary approval of time

´  Final approval of time and leave for site

´  Approves ESI employees leave entries

´  Will approve overtime of classified employees, i.e. tutors

Time Clock Plus – Who is responsible?

´  Payroll – Final review before processing for payment

´  What is reviewed:

´  If employee does not work 40 hours in that week:

´  Any leave entries pending approval?

´  Leave entries approved and awaiting posting to Time Clock

´  None of the above? Dock

´  Most 12 month employees’ contract hours are from 8:00 am to 5:00 pm.

´  Most 9 month employees’ contract hours are from 7:30 am to 4:00 pm

´  Extra duty start time at 4:00 pm

´  Confirms correct Job Code used

´  Verifies PAR hours are adequate

´  All above are correct by posting date then it is

Time Clock Plus – Tools you can use

´  Dashboard

´  Has majority of items that need review or approval on display

´  Warns if employee is approaching overtime

´  Alerts who is over 40 hours and by how much time

´  ESI leave requests pending approval

´  Missed Punch from employees who forgot to clock in or out

Time Clock Plus – Reminders

´  Review the time of classified employees to ensure they meet 40 hours in a week

´  Ensure they are not banking time to force early departure on Fridays

´  Ensure employees are not risking dock of pay for time not worked and leave not entered

´  Auditors are aware of editing and history of employees’ hours

´  Time edits need to be documented in Notes. Employee, Manager and Other need own approvals.

´  Keep in mind editing time to keep hours at 40 hours is violating the Fair Labor Standards Act

´  Paper timesheet do not need to be submitted

´  As long as approvals are done by each individual. Note documenting approval by another individual needs to be added.

Personnel Action Request (PARs) Why is the PAR needed?

Who should be on a PAR?

When should a PAR be done?

Uniform System of Financial Records (USFR) requirements:

´  Employment Contract or Personnel Action Form — An employment contract documents agreed-upon terms of employment, such as position, salary, benefits, and duration of employment.

´  For employees not on contract, districts should prepare and retain a personnel/payroll action form to document employment terms. The form serves the same purpose as a contract, but does not bind employees to a specific length of service.

´  All pay or position changes should be documented prior to the work being performed.

Personnel Action Request aka PAR

´  For contract employees, either the original contract or a contract addendum should include agreements for extra pay received for performing additional duties

´  Class or Club Sponsors

´  Extra Curricular Coaches

´  For Part time, Temporary, Extra Duty employees, any changes to employment terms should be documented through a personnel/payroll action form (PAR).

´  Weight room assistants and Lifeguards

´  Computer Services assistant

´  Afterschool tutors, Strategic Planning, etc.

Personnel Action Request - Recap

´  Rationale of why employee is working beyond contracted time

´  Job code importance

´  Funding source

iVisions Business Office

iVisions – Features

´  Leave submission tool

´  Leave maintenance

´  Edit date, hours, and leave type

´  Cancel leave

´  Most accurate balance of leave available

´  Retrieve pay stubs

´  Review deductions

´  Use Payroll Calculator to help preview impact of changes made to deductions

´  Relied upon to sync with Time Clock software

iVisions – I submitted leave, now what? A timeline:

´  Leave entries need to be submitted by Thursday so it will be included with the upcoming pay period

´  Site Supervisor will decide thereafter

´  Decision should be done as soon as possible to avoid delay of payroll processing

´  Once approved, payroll will post to master leave balance

´  When posted to master leave balance, it will cue to sync with Time Clock software and enter time segments. This occurs after hours nightly.

´  After synced with TCP, approval of leave entries are done

´  Review time for the week.

´  If over 40 hours without extra duty time, adjustment of leave can be done

´  If under 40 hours, additional leave may be submitted

iVisions – To dock or not to dock Solutions to not docking the employee

´  Enter leave as soon as you know when you are going to need it.

´  Better to enter than be docked

´  If leave is not entered, then system will dock employee.

´  It is the responsibility of the employee to review time and leave entries in time clock.

´  Very rare is the dock reversed!

iVisions – Review

´  Employees should enter leave right away

´  Supervisors need to approve leave in a timely manner

´  iVisions will sync to time clock

´  Review leave entry is posted by using Web Clock or timeclock