General TimeClock Plus Information - Mesa Public Schools



Table of ContentsGeneral TimeClock Plus InformationTypes of Time Clocks AvailableAccessing the TimeClock Plus Manager PortalPosting Absences/Attendance Codes in TimeClock PlusManager Steps to Approving or Denying Absence Requests Through the Request ManagerManager/Editor Posting Absences in Hours > Individual HoursPost an absence in Hours > Individual HoursEditing an absence in Hours > Individual HoursDeleting an absence in Hours > Individual HoursEditing TimeEditing a PunchAdding an In or Out PunchInserting Missing Lunch Break PunchesForcing Compensatory Time EarnedForcing OvertimeHandling Student Activities PunchesRunning and Printing ReportsVerifying Time and Resolving a Pay PeriodVerifying TimeResolve a Pay PeriodPreparing Reports for PayrollSchedulingGeneral TimeClock Plus InformationTimeClock Plus is the current Mesa Public Schools (District) Timekeeping System. You may see “TCP” used interchangeably with “TimeClock Plus” throughout this manual.Types of ClocksThe District has implemented more than one type of clock to record punches and absences.1. Wall Clock175958573469500The Wall Clock is used to record punches, request time off, as well as to approve “sign” timesheets. Employees can either swipe there badge or enter their 7 digit badge number (including the leading zeros).2. Web ClockThe Web Clock is to be used by employees who use a designated District computer, i.e. Secretary or office staff. It provides the same functions as the wall clock but the employee enters their 7 digit badge number (including the leading zeros). 169044228614500WebClock web address: the TimeClock Plus Manager PortalAccessing the TCP Manager PortalManager Portal web address: your Active Directory log in External IDEnter your LDAP (Active Directory) Password Click “Log On” or hit EnterThis will bring you to your “Dashboard” where you can view a summary of information that may need your attention. (Missed Punches, Required Approvals, Approaching OT, etc.) Posting Absences/Attendance Codes in TimeClock PlusAll Certified and Classified employees’ absences are expected to be requested in TimeClock Plus. Requests may be posted through the Request Manager tab in the TimeClock Plus Manager portal. Employees will make their absence requests under the Requests tab on the WebClock and under Self Service > Requests on the Wall Clock.Certified or Exempt absences must be reported in HOURS as whole day (8 hours) or half-day (4 hours) increments. Classified hourly absences must be reported in HOURS AND MINUTES rounded to the nearest quarter hour (0:00, 0:15, 0:30, 0:45).Administrators/Supervisors/Directors (Managers), as well as Editors, will receive an email notification when an employee requests time off through the Request Manager. The manager and editor can view the absence request on the Request Manager in Manager Portal.Administrator/Supervisor/Director (Manager) Steps to Approving or Denying Absence Requests Through the Request ManagerNavigate to the Request Manager screen by clicking Tools > Request Manager.43338754136390The Calendar view displays the current month, the requests submitted for each day, and the status of each request (pending/approved/denied).The List view is an alternate method of viewing and approving or denying leave requests.Double-click the Pending request to make an edit to the time requested, to view accrual balances prior to approving a request, or to view or add a note to the request. 134572115919090030703931177290003648770910590001981203409950015654578930500207010585470004857546281241500Right click the request with a Pending status and choose Approve Request Level 1 or Deny. Once completed, an email is sent to the employee. If the request is approved, TCP will automatically post the absence to the employee’s time sheet.Once an absence is approved, it will post to the employee’s time sheet, which can be viewed through either Hours > Individual Hours or Hours > Group Hours. Absences cannot be edited or deleted on the Request Manager after the Approval is completed. Manager/Editor Posting Absences in Hours > Individual HoursThere will be circumstances in which an employee has not requested an absence through the Request Manager. Editors will then need to post the absence directly to the employee’s time sheet in Hours > Individual Hours. Please note that absences can only be added in a current, open pay period. Absences not previously recorded in TCP in a prior pay period necessitate a TCP Closed Adjustment Form be completed and sent to your Payroll clerk.For absences using Sick, Vacation, Compensatory, Trade/Flex, and Personal Leave $85/Day, the editor must verify that the employee has enough hours available. Click the Accruals tab > Remaining Balance prior to adding the absence.Balances are current as of the last day of the previous pay period. Additionally, TCP does not deduct hours from the balances for absences posted in the current pay period until the day after the pay period ends and accruals have been processed. It is the editor’s responsibility to calculate the available hours as the absences are posted. Sick leave and vacation accruals are earned on the last calendar day of the month. However, they are not posted to the accrual banks until the day after the pay period in which the accrual is earned ends and accruals have been processed. Earned accruals that have not yet posted are still available for use.NOTE: Accruals earned will be posted to the iVisions portal the month after it is earned, once accruals have been processed in TCP. It may be delayed from showing in the iVisions portal a month—sometimes longer—after it has been earned, depending on when in the month it was earned and how soon it can be processed in TCP.To post an absence in Hours > Individual Hours:Select the employee you need to post an absence for by either clicking on the employee name in the list on the left side of the screen, by typing any portion of the first and/or last name, or by typing the employee ID/badge number in the Search box above the list of employee names.Click “+ Add Segment.” The Add Segment Dialog Box appears.Check the Time Sheet Entry box on the left hand side.Select the date of the absence in the Time In field. Today’s date will be the default.Enter the start time of the absence next to the Time In field.Enter the Hours for the absence:For Classified, enter in 15 minute increments (i.e. 2hrs and 45 minutes is entered as either 2:45 or 2.75).For Certified, enter in whole or half days (i.e. 4 hours or 8 hours for full FTE staff).Click inside the Job Code box (or on the arrow at eh bottom right corner of the field) to activate the drop down for selecting the absence type (i.e. sick leave, professional leave)Add a description in the Note field if needed.To add multiple days in a work week (i.e. Monday-Wednesday), select additional days in the Days box. Be careful, however, as TCP will add postings on weekends if the days you are adding carry over from Friday to Monday. 30192429114100Click Save to complete.Editing an absence in Hours > Individual Hours:Select the segment to be edited by right-clicking on the segment to be edited, or click Manage Segments > Edit. The Edit Segment dialog box appears.Make changes as neededClick Save to complete.Deleting an absence in Hours > Individual Hours:Select the segment to be deleted by right-clicking on the segment, or click Manage Segments > Delete. Click OK.Editing Time in TimeClock PlusEditing a Punch in Hours > Individual Hours:Select the Hours Tab Select Individual Hours Use the search bar on the left to type in the employee’s name92011547180500The employee’s time will appear in the Hours tab (you will also see View Schedule and Accruals tabs).Select the segment you wish to edit by clicking the box on the far left (or by right-clicking on the segment.20617131183592026914421183592192576331874600The Manage Segments box will highlight on the top of the screen. 160343522911500Click Manage Segments, then click Edit. There is a note field near the bottom of the screen to add any necessary information for auditing purposes. Once completed, then click save. Summary will appear on the next screen.Click SAVE to accept.Adding a Segment of time (an In and an Out punch)*NOTE: This is used for beginning and ending punches only. Lunch punches are entered separately. Please refer to the next steps for adding missing lunch punches. Go to Hours > Individual Hours and click on the name of the employee missing punches. Click on the line segment that is missing the punch to highlight that line. Click on Manage Segment, then click on Edit OR right-click on the line segment and then Edit. When the Edit Segment window opens, uncheck the box on the left that says “Individual is clocked in” so that the “Time Out” boxes appear.Enter the correct “Time out” date and time in the appropriate boxes. Verify the “Job Code” is still correct, add a “Note” as to why you are entering this punch such as “employee missed punch, have edit slip”, then click Save.Inserting Missing Lunch Break PunchesThis is for an employee who has clocked in at the beginning of the day and who has clocked out at the end of the day and is missing only their lunch punches.Go to Hours > Individual Hours and click on the name of the employee missing lunch punches. Click on the line segment that is missing the lunch punches to highlight that line then click on Manage Segment then click on Add Break OR right click on the line and click on Add Break. Enter the time that the employee started the lunch break, then enter the length of the lunch break in minutes to the nearest quarter hour, (30, 45, 60) enter a note, then click Save. This will create both the beginning and ending lunch punches for the employee.Forcing time to Compensatory (Comp) Time EarnedHours can be forced to comp time ONLY when the number of worked hours exceeds 40 in one week. Holidays and absences cannot be used in this calculation. Comp time can only be forced against the primary (default) position. Time worked under the student activities or rental events job codes must be forced to overtime if total hours worked exceeds 40 in one week.Earning compensatory time in TCP is not done automatically. The editor must force the hours manually, and it must be done in Individual Hours, one week at a time.CAUTION: Always start with the last segment of the last day of the pay week. Failure to do so will result in the comp time not being calculated properly and the employee not being paid correctly.384810029419550046386747797800038608040830500In Individual Hours, adjust the date range to one pay week at a time. There is a box highlighted in green at the top right which breaks down the hours into regular, OT1, OT2, Leave, and Total. Start with the last segment of the week (i.e. the last segment of Thursday afternoon) and work backwards, if needed. Using the conversion chart, calculate the number of minutes to force to comp. Convert from minutes to hundredths.MIN100'sMIN100'sMIN100's:010.02:210.35:410.68:020.03:220.37:420.70:030.05:230.38:430.72:040.07:240.40:440.73:050.08:250.42:450.75:060.10:260.43:460.77:070.12:270.45:470.78:080.13:280.47:480.80:090.15:290.48:490.82:100.17:300.50:500.83:110.18:310.52:510.85:120.20:320.53:520.87:130.22:330.55:530.88:140.23:340.57:540.90:150.25:350.58:550.92:160.27:360.60:560.93:170.28:370.62:570.95:180.30:380.63:580.97:190.32:390.65:590.98:200.33:400.67:601.00If only part of a segment is to be forced, split the segment by length:Select the segment that needs to be splitRight click or click Manage Segments 9070857892540021945622550100Select Split Segment By Length1824992819273182499252666500Click the Icon in the “Split” column to create a second segmentIn the Length column of the top row, enter the number of hours that will be paid at straight (regular) time. The length of time can be entered either in minutes or hundredths.Use the Tab key (NOT Enter) to move to the next field. TCP will calculate the remaining length of time to be forced to Comp Time Earned in the Length column in the bottom row. Verify the times in both Length fields are correct. The top and bottom rows should equal the amount of time originally earned in the segment. In the Job Code fields, the top row remains the original position. Change the field in the bottom row to 9101 - Comp Time – Earn.4760646152788600476201796621600296247813466070097617396621646720819812000A Note can also be added, if needed, to each portion of the time being split. Click Save.42354578049100Refer to the green box at the top right and verify that the number of hours in the OT1 column match the number of hours in the Leave column. 48422308763000380390487402003269894614502003927653614502005932627614502059326266142220196778824945090196723015284450035771332494509430832324928324308323152890131827228757900Forcing OvertimeWhen to Force time:To redirect overtime hours to the date and position number record that caused the overtime.Change the default hours from Comp Time Earned to Overtime or vice versa.The order of priority for forcing overtime:Rental out of districtRental in districtStudent activitiesHours worked for another School or departmentHours worked at the home site with different fundingWhen forcing overtime, make sure the employee physically worked over 40 hours in the pay week. Holidays or paid absences do not count as worked hours.14034982209254Select the segment of time that needs to ‘forced’ by clicking on the segment and then Manage Segments or by right-clicking on the segment, then Edit. This will open up the segment to be edited.140349822520790Click on Extra to bring up additional options for editing, and Select the option Force overtime 1, then Save. This will cause TCP to apply overtime to this segment of time you’ve edited. Click Save again to save the edit made in the Edit Segment window.Handling Student Activities Punches828175261556501264177124907100An employee working a Student Activity position must be assigned a job code to work a Student Activity position. To select the Student Activity function, the editor will need to edit the time worked and select the appropriate Cost Code information. The Cost Codes are comprised of the site number as well as the function number. The Cost Code information will be used by the Student Activities department to assign the proper funding in Infinite Visions.4085617314960000Running and Printing ReportsThere are multiple reports available to Editors and Managers within TimeClock Plus. The reports are organized into Categories and within each Category a number of reports can be found. To get to the reports you will click on Reports in the green header, then Period Reports in the menu options underneath the green header. On the Period Reports screen you’ll see not only the Categories and Select a report options, but also multiple filters. The Employee Filter will allow you to select one or more employees to run reports for. This is optional. If you want to see all employees you have access to, you will not need to use the Employee Filter button. You can use the Job Code Filter to look for a specific job number, such as looking for Personal Leave from Sick Leave to view usage, or possibly looking for a specific job worked, such as Student Activities. The Cost Code Filter is used specifically for Student Activities time worked. A Cost Code is needed to record where the job was worked and for what function in order for the Student Activities department to be able to allocated funds appropriately.To the right of the Select a report column, you’ll also see five options on how to generate any report. Download: When you click on Download you’ll be presented with three options for the format: HTML, PDF, and Open XML. HTML can be opened by a web browser, but is not the District’s preferred format to use when running reports. The most common choice will be PDF. The Open XML option will create an Excel-type format that looks like the PDF version.Settings: Here you can select numerous options which change with each report, depending on what information is being collected for the report you are running. To reset all options, you can click on the Default button at the bottom and then Save. If there is nothing that needs changed in the Settings, you can click on Cancel. Do not make changes to the name of the report in Settings as the reports are public! (See Create Saved Report Information if you wish to change a report name.)Preview: This is similar to Download, except it will just generate a PDF style report for you to view on your screen. It will disappear from your screen once you move away from the Period Reports menu.Print: This will create the report and take you directly to an option to print the report.Create Saved Report: This gives you an option to save a report with your preferences for your convenience. Specifics on how to create a saved report will be covered later. Please reference this information BEFORE creating a saved report.These options will help you create and run any of the reports made available to you. Therefore, we will only cover each report briefly.Payroll:Approaching Overtime: This report displays employees that are coming close to or are already in overtime. Complete Payroll: This report displays each shift worked for each employee, including the hours worked and the total hours worked that day and week. This report is ideal for situations where you need all the information on a period on hand for an audit or payroll purposes.Exception Summary: This report will show lists of employees per each type of exception, which is ideal for identifying issues on a per-exception basis. The specific exception(s) you need to review can be selected through the Settings.Individual Exception: This report details any exceptions that have been reported, and breaks it down on a per-employee basis.Overtime: This report highlights all shifts responsible for creating?overtime?as well as an?overtime total for each job code and for the pay period.Payroll Detail: This report breaks down individual segments worked by employees, including totals, job code rates, and break lengths. This report is ideal for situations where you need the most information for a period available in one place.Payroll Summary: This report simply shows the total regular and?overtime?hours worked for each employee. This report is ideal for when the totals for your entire site must be available in one place.Cost Code:Individual Costing Detail: This report includes a breakdown of hours by individual segment, for ease of referencing which Student Activities cost codes have been used over time.Job Code:Job Code Analysis Detail: Selecting this report gives you the option to choose what job codes you would like a summary of. It will then give you a detailed report on the total hours worked for each job code broken down by employee as well as totals for each job.Accruals:Accrual Usage: This report displays the accrued time, used accrual time, and adjusted totals for the accrual banks of your employees, and shows when an amount was deducted from an accrual balance. Miscellaneous:Employee Information: This report will provide a list of employees’ demographic information. **Please be aware that the information listed may or may not be current, depending on when the information was sent over from Visions.**Punch Location: This report provides a complete list of clock operations throughout the reporting period as well as where they were made and what method (Wall Clock or WebClock) was used.Creating a Saved ReportSelect the Category and Report that you would like to save, and configure the Settings as you normally would.Click on the?Save as?button.On the Saved Report menu, change the Category?name at the top of the menu screen to “Custom” or “Saved Reports”. This will help you know which reports are the general, public reports, and which ones are your saved reports. Then give the report a unique, but descriptive title, one that will help you quickly identify it in the future.Leave?Make report visible to all users unchecked.To create a unique set of options the report, check?Save options?and configure the report.To create an employee filter that will consistently be used on the saved report, check?Save employee filter?and create the filter.Click?Save?to add the report to?your “Custom” or “Saved Reports” Category.To run this report later, select?the saved report from its Category in the?Reports?menu. ................
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