Jubilee Academic Center TimeClock Employee User s Guide

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Amice Angelina Marshall
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1 Jubilee Academic Center TimeClock Employee User s Guide Jubilee Academic Center June 2013 i

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3 TABLE OF CONTENTS Using the Clock to Clock In... 1 Clocking In... 1 Clocking Out... 2 Going on a Break... 2 Changing Job Codes... 2 Viewing Hours... 3 Viewing Your Last Punch... 3 Submit Time Off Request... 3 Using the Computer to Clock In... 4 Using Your PC... 4 Clocking In... 4 Clocking Out... 5 Going On A Break... 6 Viewing Information... 6 Submit A Leave Request... 8 iii

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5 USING THE CLOCK TO CLOCK IN The Remove Data Terminal (RDT) allows you to clock in and out without a computer. It collects punches and communicates back to the database. There are two options for clocking in. You can swipe in the slot at the far right of the clock or you can enter your ID and pin number on the keypad. The keypad is split into three sections. The left column is for changing (transferring) to a different job code. The center column is the number keys, and the keys in the right column are the clock in/out options. CLOCKING IN 1. Press Clock In. 2. Enter your employee number and press Yes/Enter or swipe your card. If swiping a card, swipe with the magnetic strip or bar code facing right. 3. Your name, time and date will be displayed. Press Yes/Enter if the information is correct. If the information is not correct, please let your supervisor know. If more than one clockable job code has been assigned to you, then the job code will need to be selected. If a restriction exists then a manager may override it with his/her Remote Data Terminal - Override password. If the clock has a magnetic/bar code reader then a card can be encoded with the override password and the manager can swipe the card when asked for the password (more secure than entering the password in front you). After you press YES, a green checkmark will display letting hour know that the clock in function was successful and you are clocked in. Jubilee Academic Center Page 1

6 CLOCKING OUT 1. Press Clock Out. 2. Enter your employee number and press Yes/Enter or swipe your card. 3. Press Yes/Enter if prompted to confirm your identity. If a clock restriction exists then a manager will need to override it with his/her Remote Data Terminal - Override password. If a tracked field is required then an amount will need to be entered. GOING ON A BREAK 1. Press Start Break. 2. Enter your employee number and press Yes/Enter or swipe your card. 3. Press Yes/Enter if prompted to confirm your identity. All employees MUST clock out for lunch and clock back in. This is a FEDERAL compliance issue. CHANGING JOB CODES 1. Press Job Code. 2. Enter your employee number and press Yes/Enter or swipe your card. 3. Press Yes/Enter if prompted to confirm your identity. 4. Select the new job code and press Yes/Enter. Jubilee Academic Center Page 2

7 VIEWING HOURS You may view your hours in the current week on the TimeClock. 1. Press View and then the number 1 to view hours worked. 2. Enter your employee number and press Yes/Enter or swipe your card 3. Press 0 for detail on the shift or press No/Esc to return to the main screen. VIEWING YOUR LAST PUNCH 1. Press Clock In or Clock Out. Viewing the last punch does not require a clock operation, but to access the screen that shows the last punch, the Clock In or Clock Out buttons must be pressed. 2. Enter your employee number and press Yes/Enter or swipe your card. 3. When your name is displayed on the screen with the Y/N confirmation. Press 8 on the keypad and then press No/Esc to return to the main screen. SUBMIT TIME OFF REQUEST Added ability to review and approve or deny time-off requests, scheduling requests, and fixed scheduling requests submitted by you through WebClock or a Remote Data Terminal (time-off requests only). The manager s response to a request may be sent to you through TimeClock Plus messaging system, an , or both. 1. You can view your request by clicking the view button on the clock. 2. Enter your employee number and click OK. 3. Click the View button to see a drop down menu of items that can be viewed. Hours (view, approve/unapproved) Schedule Last punch Messages 4. Click the Request button to submit a time-off/scheduling request. 5. Click the Change Pin button to change your pin on the Time Clock. Jubilee Academic Center Page 3

USING THE COMPUTER TO CLOCK IN Clock Operations can also be accomplished through a PC. The examples to follow will explain both the the WebClock from your PC.

CLOCKING IN Then you will choose the desired operation to Clock In, Clock Out, Go on Break, Change Job Code, View, or Exit. 1. Select Clock In, then click Continue to confirm your selection.

8 USING THE COMPUTER TO CLOCK IN Clock Operations can also be accomplished through a PC. The examples to follow will explain both the the WebClock from your PC. USING YOUR PC You will need enter your ID Number (TxEIS Employee ID #) and Pin Number, and then click Login. CLOCKING IN Then you will choose the desired operation to Clock In, Clock Out, Go on Break, Change Job Code, View, or Exit. 1. Select Clock In, then click Continue to confirm your selection. In the event you forget to post a punch by default, the system will deny the next punch until the original punch has been corrected. There are other ways the system can handle missed punches, including recording a blank time for the missed punch, recording the scheduled time, or allowing you to enter the missed time. If you are allowed to enter the missed time, they will be prompted to confirm they have missed a punch and then input the details of the missing punch. Jubilee Academic Center Page 4

9 2. When you are ready to go on break, he will select the Go to Break button and continue to confirm his selection. This will track the time spent until the next Clock In is selected. 3. To change the Job Code currently being tracked without clocking out, just select Change Job Code. These will be set up in TxEIS with multiple job codes i.e. Custodian and Bus Driver. 4. When you are ready to clock out for the day, he will select the Clock Out button and continue to confirm his selection. 5. Substitutes will be prompted to select the teacher that they are substituting for. CLOCKING OUT 1. Click Clock Out button. 2. Enter your employee number and click OK. 3. Click Continue on the confirmation screen. 4. Click OK on the successful message. Jubilee Academic Center Page 5

GOING ON A BREAK 1. Click the Go on Break button. 2. Select the break type (if there is more than one break type). 3. Enter your employee number and click OK. 4.

10 GOING ON A BREAK 1. Click the Go on Break button. 2. Select the break type (if there is more than one break type). 3. Enter your employee number and click OK. 4. Click Continue on the convirmation screen. 5. Click OK on the successful message. All employees MUST clock out for lunch and clock back in. This is a FEDERAL compliance issue. VIEWING INFORMATION When you select View he has the opportunity to view hours, Last Punch, or Messages. For this example, I have selected Hours. Jubilee Academic Center Page 6

For the next example, I have selected Last Punch. For the next example, I have selected Messages and in this case there are no messages as noted below.

11 For the next example, I have selected Last Punch. For the next example, I have selected Messages and in this case there are no messages as noted below. If the district has turned on the messaging, you and your manager will receive messages through TimeClock providing different information. Jubilee Academic Center Page 7

12 If the District has turned on the function for you to request leave time, there will be an additional button for Request. You will input the terms of the request including Leave Code, request date, starting time and ending time. Once submitted, the details of the request can be reviewed in the Request Manager within TimeClock Manager. SUBMIT A LEAVE REQUEST 1. Click on the View button and the following will display. 2. Click the Request button 3. The schedule request screen will display. Jubilee Academic Center Page 8

13 4. Enter the date and times of your leave, then select the Leave Code. Please enter any notes you think are appropriate. Jubilee Academic Center Page 9

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Time Clock Basics for TUSD Employees

Time Clock Basics for TUSD Employees Welcome to TUSD s electronic timekeeping system! All hourly employees are required to clock in and clock out using the new TimeClock Plus system to document time worked.