Time Clock Employee Guide This guide shows you how to do all employee-related functions in the GHG timekeeping system.

Transcription

1 Time Clock Employee Guide This guide shows you how to do all employee-related functions in the GHG timekeeping system. Browsing to the Timekeeping System To open the GHG Login page, double-click the Timeclock link in the Staff Applications folder of the Novell Application Launcher. You can also open Internet Explorer and go to Clocking In 2. In the Password field, enter your GHG password, then click the In button. After clocking in, you can also view your timesheet(s) by clicking the View link (see below). Clocking Out 2. In the Password field, enter your GHG password, then click the Out button. After clocking out, you can also view your timesheet(s) by clicking the View link (see below). Lunch You don t need to clock in or out for lunch. Your lunch period (30 min campus / 60 min admin) will be automatically deducted if you work a daily total of 6 hours or more. Lunch won t be deducted with a half-day absence if you work less than 6 hours the rest of the day. Viewing Your Timesheets You can use this option to view current or previous timesheets, or to see if you currently clocked in or out. 2. In the Password field, enter your GHG password, then click the View button. 3. To view an older timesheet, click the Timesheet Archive link, and select a timesheet ending date.

2 Submitting Your Weekly Timesheet Once your time is accurate and complete, submit your timesheet by 10am on Monday of the following week, or the next business day if Monday is a holiday or non-work day. If you are taking leave on Monday, the approval process for your time will proceed without your submission. 1. Clock in on Monday morning (or the next working business day). 2. On the page that opens, click the View link. 3. Click the Timesheet Archive link and select last week s timesheet ending date. Timesheet ending dates are always on Saturday, so you select last week s timesheet by selecting the previous Saturday. 4. Review your timesheet for completeness, looking for missing punches or missing leave. Absences should have been imported from AESOP and applied to your timecard on the previous Friday (see the FAQ below). You must post your leave to AESOP by 12 noon on Friday, or it will not be automatically imported. You will have to notify your timekeeper to enter it manually. 5. If you are missing punches, leave, or comp time, or require other legitimate changes to your timesheet: a. Notify your timekeeper of the changes and sign off from the timekeeping system. b. After your timekeeper has made the changes, log in again using the View option (see Viewing Your Timesheets on page 1) and go back to step 3 of these instructions to view last week s timesheet. 6. When the punches, leave, comp time, and total hours on your timesheet are accurate to the best of your knowledge, click the Submit button to complete your weekly timesheet and submit it for supervisor approval. Viewing Your Comp Balance 2. In the Password field, enter your GHG password, then click the Login button. 3. On the left side of the page, click the Employee link, then click the Leave Balance link. 4. Your comp balance is the Current Balance field in the COMP column. 5. Other fields: Accrued This is what you have earned so far this year. Taken This is what you have used so far this year. Paid This is how many hours for which you have been paid this year. Changing Your Password 1. Login to the system with your username and password. 2. On the left side of the page, click the Employee link, then click the Change Password link. Follow the instructions on the page to change your password.

3 FAQ What username and password do I use the first time I log in? Your username is always the same as your Novell username. Your initial password is the last 4 digits of your SSN. After your first login, follow the directions above for changing your initial password to something else. Who reviews and approves my time? Per the instructions on page 2, you always submit your timesheet to your campus/department supervisor after you clock in on Monday, after you have reviewed your time for accuracy and completeness. Your timesheet will then be reviewed by your supervisor, who will approve it and forward it to payroll for final review. What if I forget to clock in or out, or see something wrong with my timesheet? Each central office department and campus has a timekeeper who is responsible for adding any missed punches or corrections to your electronic timesheet. Normally, this is the same person as your AESOP coordinator. NISD guidelines for requesting a change to your timesheet are to your change request to your timekeeper and CC: your supervisor. This creates an electronic record of your request for you and all parties responsible for maintaining and approving your time. What if I find out something is wrong with my time AFTER I submit? You have until 10am each Monday morning to review your prior week s time. Any corrections after you submit MUST be reported to your timekeeper ASAP, but no later than end-of-business on Monday. What is the final deadline for correcting/submitting my timesheet? Time sheets must be corrected and submitted no later than one week following the time sheet ending date. If a time sheet is not corrected by that time: Any missing leave will be entered both in GHG and in AESOP as Personal Day(s). Any time short, where an employee has Comp Time available to use, will be made up with Comp Time Used. At the end of each pay period, any time sheets still missing signatures will be submitted (via a Timesheet Status Report) to Human Resources. No changes can be made to leave added to AESOP OR the time sheets after the week grace period has passed and Payroll has entered the Personal/Comp time, even if an employee is out of leave and is docked. What do I do with my timesheet(s) if I m leaving the district? It is your responsibility to make sure all time sheets are completed and signed by you before your last day on campus. Any missing leave remaining after you are no longer employed will be entered as a Personal Day(s). What if there is a problem with my computer? You may log in to the system from any computer in the district that can access the intranet, using the URL at the beginning of this guide, even if someone else is logged into the computer at the time. If your computer is down, use a co-worker s computer, or any other computer close by that has intranet access. What if the whole timeclock system is down? If the system is down, please record your in or out time(s) and forward them to your timekeeper. After the system comes back up, the punches will be manually entered on your timecard. What if the system is refusing my login and password? First, check your CAPS LOCK key and try again. To have your timeclock password reset, contact Carly Snead or Scott Van Hoeven (see Help Contacts below). Are my punch times rounded? No, punch times are stored precisely to the minute and are not rounded. However, the total time you are punched in for a day is rounded to the nearest 15 minutes when the system calculates a daily total.

4 Do I still have to record my absences in AESOP? You will continue to record your absences in the AESOP System. They will be imported into the GHG Timekeeping System on a weekly basis at 12 noon on Friday for the current week. What happens if I forget to enter my absence(s) into AESOP before the end of the week? All absences that are posted to the AESOP system will be imported to the timekeeping system on a weekly basis Friday afternoon at 12 noon. If you or your timekeeper records the absence after the data is transferred to the timekeeping system, the timekeeper will need to manually adjust your timesheet by adding the absence. How do non-work days and bad weather days get on my timesheet? Non-work days are automatically added to your timesheet by the system according to your particular calendar. Bad weather days will be added in mass by personnel at the Central Office. How does the system track my comp time? At first, your current comp time balance will be manually loaded into the system from your old spreadsheet. Going forward, the system will automatically add to (time-and-a-half) and subtract from your balance when you work over 40 hours or take comp time as leave. How do I use comp time? You will either record absences in the AESOP system for comp time used in ½ day (4 hrs) or whole day (8 hrs) increments (imported weekly), or you may use comp time in hourly increments by clocking in/out as normal and informing your timekeeper of your comp use, who will then add the hourly comp time used to your timesheet. Comp time can only be taken in no less than 1 hour increments. DO NOT record a comp time absence in AESOP if you are taking an amount other than 4 or 8 hours, such as 2 hours for the dentist. When does my comp time balance get updated? I don t see earned/used comp time yet. Your comp time balance is updated when you submit your timesheet, or your supervisor approves it. What happens if my Comp Time balance exceeds 40 hours? Any employee exceeding the allowed accrual of Comp Time (40.0 hours) at the time of the GHG data export for the monthly payroll will automatically be paid down to 40.0 hours. It will no longer be necessary to submit a form, as it is already policy that one cannot carry over more than 40.0 hours from month to month. How do I record School-Related / Staff Development time? If you are on-site or at the Central Office (PC in the Mail Room), you can clock in and out. If you are going offsite, create an AESOP absence for School-Related or Staff Development which will be treated as time worked. DO NOT clock in AND enter an AESOP absence for the same time period, or your hours will be doubled. What if I don t take a lunch? I don t want the time deducted if I worked it. If you don t take a lunch, or take a short lunch, inform your timekeeper who can adjust your timesheet to offset the automatic lunch deduction. Your supervisor may require pre-approval for non-standard lunch periods. Since non-standard lunches require manual changes, always re-check your time to make sure the combination of the automatic deduction and manual change(s) results in the correct number of hours worked for that day. What if I leave for an extended period in the middle of the day? If you leave for a period longer than your standard lunchtime in the middle of the day, you can clock out and back in. Afterwards, be careful to review your time, since if you work at least 6 hours, the system will automatically deduct your lunch period. Always re-check your time to make sure the combination of time worked and the automatic deduction resulted in the correct number of hours worked for that day. If not, have your timekeeper manually adjust your timesheet. How do I submit my time if I was out a whole week or more for leave or a holiday,? If you were out a whole week or more for leave or a holiday, you should submit time for the week(s) you were out on the day you return. If you were out on leave, your time for the week(s) you worked before you were out will be already reviewed and approved on the following Monday. If the previous week(s) were a holiday, the approval process will start when personnel return from the holiday. Either way, you should use the Timesheet Archive option (page 2) to navigate to each previous unsubmitted week and submit time for that week. How do submit my time at the end of the year? On your last day worked for the school year, as soon as you clock out, use the View option (page 1) to review your time. If it is accurate and complete, use the Submit link (page 2) to submit the current week s timesheet.

5 How is my time figured if I m told that I can leave early (before a holiday, etc.)? You should always punch out when you leave for the day. Your supervisor will review and approve your time for that day and you will not be penalized or docked for following your supervisor s instructions. If I don t work my scheduled weekly hours, will the timekeeping system dock my pay? The timekeeping system will not dock your pay for weekly shortages. Compliance with your job duty schedule is something that is reviewed by your supervisor during the weekly time approval process. Should you consistently fall below the standard campus or central office weekly duty hours, you may be subject to disciplinary action. Help Contacts Before contacting the Central Office, please see if your timekeeper can resolve your problem or question. Timekeeping Policy Kitty Poehler, HR Dept, x50071 Paras/Maintenance Carly Snead, Payroll Dept, x50097 Temporary Workers Celia Coker, HR Dept, x50137 Technical Support Scott Van Hoeven, Data Services, x50076