Employee Users Manual

Transcription

1 Time and Attendance Collection System TACS Employee Users Manual Louisiana State University Health Sciences Center P.O. Box Shreveport, Louisiana June 2010

2 S H R E V E P O R T Chancellor, LSU Health Sciences Center School of Medicine in Shreveport School of Allied Health Professions School of Graduate Studies LSU Hospital in Shreveport E.A. Conway Medical Center in Monroe Huey P. Long Medical Center in Pineville Dear Employees: One of the primary goals of our payroll staff is to ensure that time and attendance is reported on time and correctly. We understand that you want to receive a correct pay check. We also know that we have a legal duty to correctly manage public funds when paying employees. The Time and Attendance Collection System (TACS) has helped to enhance the accuracy of the payroll system. With the TACS, you have direct control over your time and attendance reporting. It is your responsibility to use the telephone and enter the appropriate codes to clock in and out. Correctly using the codes and instructions found in this TACS manual will result in your being paid properly for all hours worked. We thank you for your teamwork and support to the Health Sciences Center. Sincerely, Robert A. Barish, M.D., M.B.A. Chancellor Harold White Vice Chancellor Business and Reimbursements Joe Miciotto Hospital Administrator Louisiana State University Health Sciences Center Chancellor LSU Health Sciences Center at Shreveport 1501 Kings Highway P.O. Box Shreveport, Louisiana phone (318) fax (318)

3 Introduction Welcome to TACS The Louisiana State University Health Sciences Center at Shreveport (LSUHSC) Employee s Operations Manual has been prepared by the Payroll Department as a comprehensive guide for the proper use of the Time and Attendance Collection System (TACS). TACS is an automated time and attendance collection reporting system. It combines existing telephone lines and computer technology to create a user friendly, efficient, and comprehensive payroll process. Generally, time and attendance information is gathered through TACS as employees enter transactions over the phone. Employees do this by use of their social security number and clock codes. The TACS system receives this data and computes the amount of hours worked by day for each employee. To ensure that all employee clocking transactions are accurate and secure, there is an audit report feature that shows the time, date, phone extension, and social security number of the individual who entered each clocking transaction through TACS. 1

4 Introduction LSU Health Sciences Center - Shreveport Policy Regarding the Use of the TACS System 1. Employees are responsible for clocking in and out. In addition, they are responsible for proper use of any clocking transaction required by their department and supervisors. 2. Employees shall not clock in or out for another employee or request another employee to clock in their behalf. Employees are forbidden to use another employee s number to access TACS. 3. Employees are restricted to use the phone or a group of phones designated by their department for clocking transactions. Employees shall not attempt to clock from other phones (internal or external). Exceptions are by management approval only. 4. Employees are forbidden to use unauthorized, unassigned supervisor codes to access TACS. 5. Employees who chronically fail to use TACS correctly shall be counseled, given warnings and may be disciplined. Chronically failing to use TACS correctly is defined as failing to clock correctly three (3) times in a single pay period or failing to clock correctly one or more times in three (3) consecutive pay periods. 6. Employees are required to complete and submit to their Supervisor the TACS Employee Time Adjustment Request Forms whenever they fail to clock or fail to clock correctly. 7. Employees are required to receive prior approval from their managers to clock in earlier or to clock out later than their scheduled times. 8. Employees are required to sign their time report before they receive their pay checks to validate their time and attendance. If an employee notices any discrepancies on his/her paycheck, he/she must request that a correction be made on the Payroll Time Correction Form. 2

5 Introduction 9. Supervisors/Timekeepers shall not continue to adjust or enter time to correct an employee s clocking errors, as defined above in number five (5), without reviewing the circumstances for possible disciplinary action. VIOLATION OF ANY OF THESE POLICIES MAY BE CONSIDERED AS WILLFUL INTENT TO DEFRAUD THE HEALTH SCIENCES CENTER AND MAY BE GROUNDS FOR IMMEDIATE TERMINATION. 3

6 General Clocking Rules When using TACS, the following guidelines should be observed. 1. You must wait to hear TIME before entering your employee number. 2. The system allows ten seconds for you to begin entering your transaction. After this period, the system will assume you are not there and cancel the connection. 3. If you make a mistake while entering your social security number, simply hang up and try again. 4. If you do not want the transaction to go through for any reason, simply hang up and try again. 5. You must wait until after you hear the phrase TIMESTAMP RECORDED before hanging up; otherwise, your transaction will not be recorded. 4

7 Purpose Clocking In and Out Clock codes 1 & 9 Standard clock codes 1 (one) and 9 (nine) are used to record the time an employee begins and ends his shift. For an example of clocking in and out, refer to the following scenario. 1. Access TACS by dialing (Access TACS offsite by dialing ). Listen for the current time. 2. When you hear PLEASE ENTER YOUR EMPLOYEE NUMBER, enter your social security number. 3. When you hear PLEASE ENTER THE CLOCK CODE, enter 1 (one) to clock in or 9 (nine) to clock out. 4. After you hear TIMESTAMP RECORDED, you may hang up. 5

8 On Call Clocking Called Back While On Call Clock code 2 Purpose When an employee is called back to work for the first time while he is on call, he uses clock codes 2 (two) and 9 (nine). *For second and subsequent call backs during the same 24 hour period, a 1 (one) should be used to clock in and a 9 (nine) should be used to clock out. When starting work during on-call period: 1. Access TACS by dialing (Access TACS offsite by dialing ). Listen for the current time. 2. When you hear PLEASE ENTER YOUR EMPLOYEE NUMBER, enter your social security number. 3. When you hear PLEASE ENTER THE CLOCK CODE, enter 2 (two) to clock in. 4. After you hear CALL BACK RECORDED, you may hang up. When ending work during on-call period: 5. Access TACS by dialing (Access TACS offsite by dialing ). Listen for the current time. 6. When you hear PLEASE ENTER YOUR EMPLOYEE NUMBER, enter your social security number. 7. When you hear PLEASE ENTER THE CLOCK CODE, enter 9 (nine) to clock out. 8. After you hear TIMESTAMP RECORDED, you may hang up. 6

9 Changing Units (Departments) Clock code 5 Purpose Worked hours can be charged to the appropriate unit (department) into which an employee has floated from the home department. The employee will use a clock code 5 (five) from his designated phone(s) in his home unit each time he changes units. For an example, refer to the following scenario. When beginning work in a float unit (department): 1. From your designated phone(s) in your home unit, access TACS by dialing Listen for the current time. 2. When you hear PLEASE ENTER YOUR EMPLOYEE NUMBER, enter your social security number. 3. When you hear PLEASE ENTER THE CLOCK CODE, enter 5 (five) to change the unit (department). 4. When you hear PLEASE ENTER THE DEPARTMENT, enter the nine digit department number for the unit into which you will be working. (See Appendices C 1 for list of work units.) 5. After you hear FLOAT RECORDED, you may hang up. When returning to your home unit (department): 6. From your designated phone(s) in your home unit, access TACS by dialing Listen for the current time. 7. When you hear PLEASE ENTER YOUR EMPLOYEE NUMBER, enter your social security number. 8. When you hear PLEASE ENTER THE CLOCK CODE, enter 5 (five) to change the unit (department). 7

10 Changing Units (Departments) 9. When you hear PLEASE ENTER THE DEPARTMENT, enter your nine digit home unit (department) number. (See Appendices C 1 for list of work units.) 10. After you hear FLOAT RECORDED, you may hang up. When ending work for the day: 11. Return to the designated phone in your home unit and access TACS by dialing Listen for the current time. 12. When you hear PLEASE ENTER YOUR EMPLOYEE NUMBER, enter your social security number. 13. When you hear PLEASE ENTER THE CLOCK CODE, enter 9 (nine) to clock out. 14. After you hear TIMESTAMP RECORDED, you may hang up. 8

11 Appendix 9

12 APPENDIX A Clock Codes Description Clock Code Clock in 1 Clock out 9 Called Back While On Call 2 Unit (Department) Change 5 10

13 Appendix B Louisiana State University Health Sciences Center - Shreveport Time Adjustments / Leave Application Employee Name: Employee ID#: Date: / / Home Dept: Float Dept: TACS Time Adjustment Requested Clock Code: Adjustment Time In: Adjustment Date: / / Time Out: Reason for Adjustment: Application for Leave Hours of Leave Requested: Annual Leave Civil Leave Maternity Leave Special Leave Sick Leave Educational Leave Leave Without Pay Military Leave For the Period Beginning: / / Time: AM PM For the Period Ending: / / Time: AM PM If Physician Certificate is required, please attach. Employee Signature Supervisor/Manager/Dept. Head Signature Timekeeper Signature 11

14 APPENDIX C 1 Work Units (Numeric) Department Number SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH Department Name AH Administration AH Cardiopulmonary Science AH Communication Disorders AH Medical Technology AH Occupational Therapy AH Physical Therapy AH Physician s Assistant AH Child & Family Services MB Cellular Biology & Anatomy MB Biochemistry CA Biometry MB Microbiology & Immunology MC Pathology MB Pharmacology & Toxicology MB Physiology CA Chancellor s Area DA Dean s Office CA Legal Affairs CA Office of Research CA Human Research Protection Pgm CA Animal Resources CA Medical Communications CA Medical Library BR Student Financial Aid DA Registrar DA Student Admissions CA Graduate Studies DA Alumni Affairs DA Multicultural Affairs MC Anesthesiology MC Emergency Medicine MC Family Medicine MC Fam Med Rural & Comm Med MC Medicine MC Medicine Cardiology MC Medicine Gen Internal 12

15 Department Number SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH Department Name MC Medicine Dermatology MC Medicine Endocrinology MC Medicine Gastroenterology MC Medicine Hematology & Oncol MC Medicine Infectious Disease MC Medicine Nephrology MC Medicine Pulmonary Critical MC Medicine Rheumatology MC Neurology MC Neurosurgery MC Obstetrics & Gynecology MC Ophthalmology MC Orthopedics MC Otolaryngology MC Pediatrics MC Pediatrics Pharmacology MC Psychiatry MC Radiology MC Surgery MC Oral & Maxillofacial Surg MC Urology MC Arthritis & Rheumatology CE MC FW Cancer Center MC FW Medicine Clinic MC EA Conway MC Swanson Correctional Center MC Huey P Long BR Business & Reimbursements BR Acct Accounting Services BR Acct Accounts Payable BR Acct Travel & Direct Pay BR Acct General Accounting BR Acct Grant Accounting BR Acct Payroll BR Acct Asset Management BR Budget Office BR Open HA Shared Billing Services BR Reimbursements CA Sponsored Program/Tech Tran HA Public Safety BR Purchasing CA Computer Services 13

16 Department Number SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH Department Name BR Human Resource Management BR HRM Staff Training & Devel CA Information Services HA Safety & Risk Management HA Physical Plant Admin HA Physical Plant Bldg & Oper HA Physical Plant Grounds HA Physical Plant Locksmith HA PP-Power Plant HA Physical Plant Renovation BR AX Printing DA Student Activities BR Auxiliary Administration HA Administration HP Occupational Health PC Nursery PC Pediatrics PC Orthopedic Unit PC Perinatal Unit PC Telemetry PC Medicine ICU PC Surgery ICU PC Neuro ICU PC Pediatric ICU PC Neonatal ICU PC Neurosurgery PC Burn Center PC Psychiatric Office HP Open PC Sitting Services PC Bone Marrow Trans Unit PC 23 HR Observation Surgery Unit B PC Women s Health PC Oncology PC Medicine Unit A PC Surgery Unit A PC Psychiatric Inpatient Unit PC Medicine Unit B PC WOCN PC Labor Unit / Triage PC Operating Room PC PACU PC Health Care Pool 14

17 Department Number SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH Department Name PC Home Health PC Diabetes Education PC Day Surgery AC Administration AC Administrative Support AC Emergency Care Center AC Psych Crisis Unit AC Psychiatric AC Surgery AC General Medicine AC Oral Surgery AC Otolaryngology AC Medicine Specialty Clinic AC Ophthalmology AC Urology AC Women s Health AC Perinatal Center AC Open AC Orthopedic AC Neurosurgery/Neurology HP Clin Lab Outpatient AC Family Practice AC Comp Care AC David Raines POSS COMB W/Surg Cl AC Diabetic Limb & Wound AC Infectious Disease AC Children s Health HA Volunteer Services PC Hospital Education & Stds HA Pastoral Care Services PC Patient Transport HA Patient Information HA Patient Registration & Admi HA Switchboard BR Hospital Billing HP Open HA Housekeeping HA Laundry HA Central Medical Supply HP Clin Lab Trauma HP Clin Lab Chemistry HP Clin Lab Anatomical Path 15

18 Department Number SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH SH Department Name HP Clin Lab Administration HP Clin Lab Hematology HP Clin Lab Blood Bank HP Clin Lab Mol Path Cytogenet HP EKG HP Clin Lab Virology HP Cardiac Catheterization Lab HP Radiology Breast Imaging HP Radiology Oncology HP Radiology CAT Scan HP Open HP Radiology Special Procedure HP Radiology Diagnostic HP Radiology Records HP Radiology Ultrasound HP Radiology MRI HP Radiology Nuclear Med HP Pharmacy AC Endoscopy AC Hematology/Oncology MC FW Pediatric Oncology Clin MC FW Surg Oncology Clinic HP EEG Lab PC CRNA Department PC Pain Service HP Cardiopulmonary Services HP Clin Lab Microbiology HP Rehabilitation Services PC Renal Unit PC Administration PC Professional Practice PC Nurse Recruit/Retention PC Administrative Support PC Medicine Unit C HP Infection Control HA Compliance HP Quality Services PC Utilization Review PC Case Management HA Health Information Mgmt PC Social Services HA Nutritional Services HA Biomedical Equipment HA House Officers 16

19 I acknowledge receipt of a copy of the Louisiana State University Health Sciences Center - Shreveport, Employee Users Manual for the Time and Attendance Collection System (TACS). I understand that it is my responsibility to read and understand its contents. Any questions I may have about its contents should be directed to my supervisor, department head or Human Resource Management. I understand that the information in the TACS Users Manual is not all-inclusive and that the Health Sciences Center or an individual department may establish additional policies and procedures necessary for the orderly fulfillment of its responsibilities. I understand that it is also my responsibility to learn and follow the policies and procedures established by my department that are not included in the TACS Users Manual. I recognize the Health Sciences Center may, at its discretion, amend, add or eliminate policies when circumstances so require, and that I have a responsibility to do my best to keep apprised of any changes as they occur. I agree to follow the Health Sciences Center s policies regarding the use of TACS, and I am aware that failure to do so may result in disciplinary action up to and including termination. Employee Name (PRINT NAME) Employee Signature Employee Social Security Number Date Received THIS DOCUMENT SHOULD BE PLACED IN THE DEPARTMENTAL EMPLOYEE FILE. 17