TRUE TIME FAQS TIME & ATTENDANCE AND TIME OFF

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1 TRUE TIME FAQS TIME & ATTENDANCE AND TIME OFF True Time is an automated timekeeping and time off request system. The timekeeping system allows employees to track their time and request their time off. It ensures accuracy and efficiency. We expect all hourly employees to use the program to clock in and out daily and submit time off request. CLOCK IN AND OUT All hours worked by School Nutrition, Buildings & Grounds, Clerical, Paraprofessional, and Community Education employees must be entered into True Time. For convenience, we will have a proximity card time clock or finger print time clock at each site. Elementary schools will have one proximity card time clock. Secondary schools will have one proximity card and one finger print time clock. Employees may clock in and out using the time clocks or a district computer with internet access. Employees will not have the ability to clock in and out from home. Employees may clock in using the time clock and clock out using a computer or they may clock in at one school and clock out at another school. MULTIPLE ASSIGNMENTS If an employee has multiple assignments they must clock in and out for each assignment. True Time provides a feature for an employee to change jobs. The employee will need to log into True Time to make the change. LUNCH BREAKS The following groups of employees will need to clock in and out for a lunch break when applicable. Full time and part time Buildings & Grounds employees (excluding second and third shift employees) Part time Clerical employees Full and part time Paraprofessional employees Full and part time School Nutrition employees Part time Community Education employees All casual employees, including those that work less than 14 hours per week.

2 WHAT HAPPENS IF AN EMPLOYEE FORGETS TO CLOCK OUT? The system will automatically punch the employee out at midnight. Depending on the employee s position, it will also generate an auto create lunch in the middle of their day. For example, if the employee starts at 8:00 am, the lunch would be logged from 4:00 4:30 pm. The system will then log them out at 12:00 am and log them back in at 12:01 am the next day because it thinks the employee is still working. To correct this, you or the employee will need to modify both days. NOTE: When a day is modified it does not create an auto lunch so work hours will need to be adjusted to include lunch if applicable. WHAT HAPPENS IF THE NETWORK GOES DOWN OR IF THERE IS A POWER OUTAGE? The time clocks should continue to work even if the network goes down. If employees are unsuccessful at logging in as a result of the network going down or a power outage, please ask employees to manually record their time record. These records may be added in once the system is working. HOW DOES THE SYSTEM ROUND CLOCK-IN/OUT TIMES? True Time will round in 7 ½ minute increments to the nearest quarter hour for an employee s first clock in and last clock out records, total daily record, and total weekly record. For example, if an employee s start time is 8:00 a.m. and they clock in between 7:53 a.m. and 8:07 a.m., it will round to 8:00 a.m. login time. If you login at 7:52 a.m.it rounds to 7:45 a.m. and at 8:08 a.m. it will round to 8:15 a.m. EMPLOYEE EDIT TIME SHEET Editing may be necessary if an employee forgets to clock in or out, needs to add a missing record, or needs to delete an automatic lunch deduction. Employees may edit using the time clock or a computer. True Time will keep a record of all adjustments made to each time sheet. This is available for the employee and supervisor(s) to view. You may view adjustments by opening an employee s time sheet or viewing time sheet detail. The ability to edit is individualized and may be removed at any time for any employee as deemed necessary. Please contact Human Resources when applicable.

3 DOES AN EMPLOYEE HAVE TO MODIFY THEIR TIME IF IT DOESN T MATCH CONTRACTED HOURS? No. The employee should only modify their time if the information recorded is incorrect. We are using True Time to accurately record the employee s hours of work. Employees must be compensated for time worked. Please speak with employees individually if they work beyond approved scheduled time to control future overtime hours worked. TIME SHEET APPROVAL Employees must approve their time sheets weekly, either Friday or Monday. If an employee is absent on Friday or Monday, they may submit their time sheet when they return to work or submit their time sheet from home if they have access to a computer. Supervisors may submit an employee s time sheet on their behalf if it is deemed necessary. Supervisors must also approve their employee s time sheets. We recommend that you regularly log into True Time and approve time sheets every Tuesday. If you are absent, you may approve the time sheets from home if you have access to a computer or you may designate someone to approve time sheets on your behalf. Please inform Human Resources if you have designated another individual to approve time sheets prior to your absence. You will receive s to remind you to approve time sheets every Tuesday morning. Who will approve time sheets and time off requests? Depending on the position, time sheets may go through multiple levels of approval. The current approval chain is as follows. Special Education Paraprofessionals Level 1: Child Study Secretary Level 2: Site Coordinator Level 3: Secretary to the Director of Special Education Child Study Secretaries Level 1: Site Coordinator Level 2: Secretary to the Director of Special Education All other paraprofessionals (not including Special Education) Level 1: Site Administrative Assistant Clerical: Education Services Center (ECS), Community Education (C.Ed.), Administrative Assistants Level 1: Manager, Director, Coordinator, or Principal Clerical (not including Child Study Secretaries, ECS, C.Ed., Admin. Assistants) Level 1: Site Administrative Assistant

4 Kids & Company Level 1: Lead Site Supervisor Level 2: Extended Day Program Coordinator Stepping Stones Level 1: Lead Site Stepping Stones Teacher Level 2: Lead Site Supervisor Level 3: Extended Day Program Coordinator Buildings & Grounds Head Custodians Level 1: Buildings & Grounds Secretary Buildings & Grounds employees Level 1: Buildings & Grounds Head Custodians Level 2: Buildings & Grounds Secretary School Nutrition Cook Supervisors Level 1: Assistant Director, Royal Cuisine School Nutrition employees Level 1: Cook Supervisors Level 2: Assistant Director, Royal Cuisine TIME OFF ALLOCATIONS The following groups of employees will be using Skyward s time off module effective July 1, Clerical Confidential Clerical Paraprofessionals Custodians Buildings & Grounds Administration School Nutrition School Nutrition Administration Community Education including Kids & Company, Stepping Stones, ECFE Group 50 Time off will be managed by Human Resources. Time off allocations will be generated by Human Resources. Allocations earned will be based on the respective employee s contract. Human Resources will allocate vacation days to eligible employees for the next fiscal year by May 1. This will allow employees to request days off in the summer months.

5 Every fiscal year, on May 1, Human Resources will run a Time Off rollover to transfer all current balances to the next fiscal year and allocate time off generated by the roll including sick leave, personal leave, and floating holidays. Time off earned in the next fiscal year will not be available for use until July 1. Time off requests generated will prohibit use of these days if the date of request falls prior to July 1. The system will not allow employees to request time off if the request results in a negative time off balance. Clerical A clerical employee will have six (6) time off codes. Floating Holiday Vacation or Flex Schedule** Comp Time ** Flex Schedule Clerical employees are scheduled for varied total weeks per year. Within a one year period they have the ability to flex their work year, with the goal of meeting all contracted days required. The following rules will apply for flex scheduling. A clerical employee will be allocated flex schedule time off days. The total flex days received will be dependent on their total contracted weeks. o If the clerical employee receives 24 pay checks per year, their flex scheduled days will be calculated by taking their total contracted weeks subtracted from 52 weeks (i.e. 48 week employee will receive 4 weeks of flex schedule days). o If the clerical employee receives 22 or less pay checks per year, their flex scheduled days will be calculated by taking their total contracted weeks subtracted from 48 (schedule does not include July). The clerical employee will submit time off requests using flex schedule days for the days they do not work (similar to vacation request). The clerical employee will submit a time sheet weekly, ensuring that their time sheet reflects all hours scheduled. A time sheet balance below scheduled hours will result in a pay deduction. Paraprofessionals Full Time paraprofessional employees will receive the following time off codes. Comp time

6 Part Time paraprofessional employees will receive the following time off codes. Comp time If a Paraprofessional works in another assignment, they will receive multiple time off codes with respect to each assignment. The employee will request leave from each assignment. Community Education Kids & Company/Stepping Stones/ECFE Full Time Community Education employees will receive the following time off codes. Vacation (if applicable) Comp time If a Community Education employee works in another assignment, they will receive multiple time off codes with respect to each assignment. The employee will request leave from each assignment. Custodians Full Time Custodians will receive the following time off codes. Vacation School Nutrition Full Time (>20 hours/week) School Nutrition employees will receive the following time off codes. Vacation (if applicable) Part Time (<20 hours/week) School Nutrition employees will receive the following time off codes.

7 Administration Time off allocated will be based on employee s individual agreement. TIME OFF REQUESTS All time off requests must be entered into the system. Requests for sick leave using True Time does not replace calling in sick. Employees must continue to adhere to the school s sick leave procedures. Time off requests may be entered for past or future dates. For example, if an employee is sick on a Friday, they may enter the time off request on Monday. If an employee would like to request time off during spring break, they may proactively submit the request as long as they have a positive leave balance. The system will not allow employees to request time off if it results in a negative balance, with exception to unpaid time off requests. TIME OFF APPROVAL Time off approval will follow the same organization structure as time sheet approval. Employees must submit all time off through True Time. Once a request has been generated, the supervisor will receive an informing them of the request. s will continue to be automatically generated throughout the approval process. The employee will receive an once the time off has been completely approved. Time off must be approved before the time sheet it applies to can be submitted to payroll. True Time will generate an error message and not allow the time sheet to be submitted when there is an outstanding time off request. If you are absent, you may approve the time off requests from home if you have access to a computer or you may designate someone to approve time sheets on your behalf. Please inform Human Resources if you have designated another individual to approve time off prior to your absence. HOW DO I DELETE A TIME OFF REQUEST? If an employee requests a day off and the request has not been approved, the employee may delete the request. If the time off request has been approved, the employee must submit a reverse time off request (please see True Time procedure 9.0).

8 A time off that has been approved may not be modified by the employee. Please contact Human Resources to request the modification. For example, if an employee requested a vacation day but intended to request a personal leave day, the request may only be modified by Human Resources if it has already been approved by the supervisor. COMP TIME True Time will prompt employees to request comp time for overtime hours and hours worked beyond their work week schedule. Once the time sheet is processed by payroll, all requested comp time will be added to the employee s time off balance. The employee may request comp time off through the time off module, similar to requesting sick days, personal leave days, etc Comp time off earned in one school year will be rolled over to a subsequent school year and be available to them until the end of the year. For example, if an employee earns comp time in October of 2009, they have until June 2011 to use the time earned. Employees may bank up to 240 hours of comp time. All time earned after 240 hours will be paid. If an employee leaves the district and they have a comp time balance, the employee will be paid for the earned comp time. When an employee requests comp time off, this time off must be honored unless to do so would be unduly disruptive. Mere inconvenience is an insufficient basis for denial of a request. HOURS WORKED ON NON-SCHEDULED DAYS If an employee works on a non-scheduled day, such as during the summer, the employee may bank the hours worked as comp time, providing them with earned time off that may be used during the school year, based on supervisor approval. True Time does not provide an option for an employee to request all hours worked be put into comp time. To bank non-scheduled hours as comp time, the employee must submit a Comp Time Report (form) to Human Resources. HR will add the comp time in manually, allowing the employee to access it through the time off module for future requests. HOLIDAYS If an employee receives annualized pay, paid holidays will be included in total days paid. The system will automatically input paid or unpaid holidays into time sheets. This will ensure that the employee s time sheets are complete and total hours match the employee s schedule. If an employee is not receiving annualized pay, holidays paid will automatically be added to the employee s time sheets. Unpaid holidays will not be added. During weeks where a holiday falls, total hours on time sheets may or may not reflect an employee s work week schedule. Payroll pulls actual hours that are worked or compensated. For example, if an employee is scheduled to work 6 hours per day, or 30 hours per week, one unpaid holiday will reduce the total hours paid to 24 hours for that work week.

9 PAY PERIOD SCHEDULE Time sheets will be processed twice per month. A time sheet must be approved in order to be processed. Payroll will develop and send out a pay period schedule annually. This schedule will include pay period dates, payroll cut off dates, recommended approval dates and the time sheets that will be pulled for the respective pay date. CAN WE STILL USE AND SUBMIT PAPER TIME CARDS? Paper time cards should only be used in an effort to correct a time sheet that has already been processed. Paper time cards may also be used for sporadic assignments. Employees must record time worked for all regular assignments. EMPLOYEE WORK SCHEDULES The accuracy of an employee s work schedule is extremely important. For employees receiving annualized pay, True Time will read and pay overages and shortages based an employee s work week schedule. Compensation will reflect any hours worked above or below work week schedules. If an employee s work week schedule changes, the designated supervisor must modify the schedule in True Time the same work week the change occurred. Human Resources may also assist in changing work week schedules by request. An employee s compensation will not be accurate if the work week schedule is not modified. WHO SHOULD I CONTACT IF I AM HAVING DIFFICULTIES WITH TRUE TIME? Kay McNamee at or Michele Wignall at