HR Time Collection System

Agenda Topics Kaba Time Collection System Overview Time Collection Devices (TCD) Quick Reference Punch Guide Employee clock in access & timesheet view Establishing Kaba in the HR System System Level Hierarchy Time Keeping Locations (TKL) Assigning a TKL during the hiring process Basic Time Management Hierarchy Roles and Responsibilities Supervisors Timekeepers/Payroll Coordinators» Resolve Punch Exceptions» Printable Timesheets» Timesheet Summary» Badge Queries» Projected Wages Report

Time Collection System Overview Types of Time Collection Devices (TCD) Kaba web clock Kaba wall clock

Basic Punch Employee Responsibilities Be on time for scheduled work activity Clock In/Out on the Kaba clock device (specified by the supervisor) Web clock and/or Wall clock Follow the onscreen instructions to punch In/Out Follow department guidelines regarding lunch and breaks Follow department guidelines regarding missed punches Notify the supervisor immediately if unable to punch In/Out of a Kaba clock device. Please note any errors or messages displayed on the clock screen.

Time Collection System Overview (cont d) For those utilizing a Kaba web clock Accessible from the MYPACK Portal through Employee Self Service. (valid unity_id/password required) (Navigation: Time Reporting->Report Time->Punch Clock) A short-cut web clock icon can be created on the PC desktop A valid unity_id /password are required for initial shibboleth access/login After 40 minutes of inactivity shibboleth access/login is required Employees with a valid 9 digit NCSU ID # can login to the web clock to punch In/Out. Convenient for employees with access to a computer, laptop, or personal IP device with access to the internet.

Kaba Web Clock Enter your 9 digit employee ID# then click OK

Kaba Web Clock Employee Name Click on the Job Clock In link at the beginning of your work day or returning after a break.

Kaba Web Clock If you have multiple jobs, select the appropriate clock location from the drop down list.

Kaba Web Clock Successful clock punch Welcome Employee

Kaba Web Clock Employee Name Click on the Job Clock Out link for breaks or the end of your work day.

Kaba Web Clock Successful clock punch Employee

Kaba Web Clock Employee Name To view historical punch data click on Time Record View.

Kaba Web Clock Select the date you want to view and click the View Time link.

Kaba Web Clock Punch time activity for a specific date. When you finish view click Done.

Time Collection System Overview (cont d) For those utilizing a Kaba wall clock Wall mounted clocks have a proximity ID reader builtin and onscreen instructions to clock In/Out. Employees issued NCSU ID cards on or after May 2010 come equipped with a proximity access ID # Proximity access allows employees to use the card scanning feature to punch In/Out and track time worked. Recommended with employees who have little or no access to computers.

Time Collection Quick Reference Guide Clocking In Hold your NCSU ID badge within a few inches of the ID reader. o Note: The screen will briefly display employee information associated with the badge then provide screen options to select. Touch the Job Clock In key on the left side of the screen display to clock in. o Note: If you work multiple jobs you will have to select the scheduled job activity before clocking in. Always follow the onscreen or guide by light instructions. Clocking Out Hold your NCSU ID badge within a few inches of the ID reader. Touch the Job Clock Out key on the left side of the screen display to clock out. Always follow the onscreen or guide by light instructions. Exception Notification If for any reason you are unable to access the clock, notify your manager immediately and report the issue. Please note any errors or screen messages. Also check with your manager for alternative Time Collection Devices (TCD) to punch In/Out.

Explain the Wall Clock Screen Employee ID

Scan ID card in front of proxy ID reader Employee ID

Follow the on screen instructions to Clock In

Successful Clock In

Clocking In/Out (multiple jobs)

Scan ID card in front of proxy ID reader Employee ID

Follow the on screen instructions to Clock Out

Successful Clock Out

Time Collection System Overview (cont d) Kaba records the actual time stamp (hh:mm) then transfers the data directly into the HR System in 15 minute intervals, starting at the top of the hour. Employee time punch data, (In/Out punch combination totals), is processed and paid at the end of each biweekly pay period. HR System

Employee Self Service Timesheet View Employees can view and/or print a copy of their timesheet by navigating to Employee Self Service in the MYPACK Portal. Navigation Path: Main Menu->Employee Self Service->Time Reporting->Report Time-> Display/Print Time Sheet

Employee Self Service Timesheet View (cont d) The Display/Print Time Sheet panel (below) allows the user to select a specific check date by clicking on the high-lighted search icon, then choosing one of the 26 dynamic biweekly pay periods, (example on the right). After the date is selected then click Generate Time Sheet to view and/or print the timesheet.

Timesheet Summary without Project IDs

Timesheet Summary with Project IDs

Reported Effort Timesheet

Timesheet Summary with Project IDs & signatures

System Level Hierarchy OIT/EAS Specialist Central Office Specialist 4. HRIM 5. University Payroll Processing Scheduled to Work Punch In/Out Record Time Worked KABA Time Collection Device (TCD) B-Comm is the link between the KABA device and PeopleSoft. Clock punch data is transferred every 15 minutes starting at the top of the hour. HR System/ PeopleSoft 9.1 Empl data support Time & Labor Support Vacation, Bonus, & Extra time Approvers Payroll support Payable Time Support Run Time Admin Prime Access/Review Timesheet 1. Clock Punch Employees 2. Timekeeper Accessible through Manager Self Service 3. Division Payroll Coordinator Accessible through Manager Self Service Division Administrator Accessible through Manager Self Service Collaborate with Supervisor to... Resolve time punch exceptions Validate Payable Time Review daily to eliminate delays Verify divisional payable time 1 st level support for Timekeepers Work directly with HRIM on Time & Labor issues they cannot resolve Review reported time Review payable time Review budget reports

Time Keeping Location (TKL) Number A TKL is unique digit/alphanumeric code identifying the primary work unit the employee is assigned to punch In/Out. Each job record in the HR System that requires the employee to punch In/Out will be assigned to a specific TKL for the following transactions: Hire Rehire Additional Jobs It doesn t matter if the employee utilizes a wall or web clock, the time punch data will be tracked against the TKL associated with the specific job data record Note: the web clock can be deactivated if the entire college division does not want employees to utilize a web clock.

Time Keeping Location (TKL) cont d A TKL is a combination of the first 2 digits of the division OUC followed by the three digit/alphanumeric TKL code Eg. 47714 represents 47 Campus Enterprises (OUC) 714 Case Dining location (TKL) Employees are assigned to a primary TKL in the HR system via the Start Employment Process and/or VPAF Process Security Access Request (SAR), is how a Timekeeper is setup to support direct employees assigned to a specific TKL within a division. SAR code = Campus Time & Labor Timekeeper

Assigning the employee to a TKL Enter the transaction in the system using the Start Employment Process prior to effective start date Assign a primary Time Keeping Location (TKL)

Basic Time Management Hierarchy Division Payroll Coordinator Dept. Timekeeper Dept. Timekeeper TKL #100 Supervisor ID Employee 1 Employee 2 Employee 3 Employee 4 Employee 5 TKL #101 Supervisor ID Employee 1 Employee 2 Employee 3 Employee 4 Employee 5 TKL #102 Supervisor ID Employee 1 Employee 2 Employee 3 Employee 4 Employee 5 NOTE: Under no circumstances will HRIM approve employee timesheets

Supervisor Responsibilities The supervisor is identified in job data under the Job Information tab as the Supervisor ID. Supervisors will be able to review/update/approve/print direct report timesheets for each employee assigned to work for them in job data An email notification will be sent out at the completion of a biweekly pay period, (24 hours). The timesheet identifies the following pay period items: Project ID and allocation totals Hours worked each day and total hours each week Hourly rate of pay and total dollar amount It flags overtime hours It identifies the total hours of all jobs worked Supervisors are responsible for making sure employee timesheets are accurate and valid for the pay period. Supervisors can update timesheets or work with timekeepers to resolve any time punch issues for their direct employees Daily timesheet review is recommended Employee Timesheet access is limited to four days after a biweekly pay period end date.

Supervisor email notification (Saturday) First Notification Notification that a Timesheet Has Been Posted for an Employee(s ) That You Supervise This is to serve as a notification that a temporary staff or student worker that report to you have submitted hours worked for the pay period that ended at midnight this past Friday and to provide you with an opportunity to review these timesheets, captured on the date of this email, before they are paid. The timesheets can be accessed from the link provided below. Link to timesheet here You are encouraged to take this opportunity to review these timesheets before they are paid. Please resolve any issues that you identify by 5pm (Tuesday date). Failure to do so may lead to the employee being paid incorrectly. As you review your employee s timesheet(s), please keep the following in mind: All Exception Alarms must be resolved by 5pm (Tuesday date). An employee will not be paid for any entry for which an exception alarm is noted on the timesheet. Ensure that the days recorded are days that the employee actually worked. Verify that the project id(s) listed is correct. Please correct or refer to your departmental timekeeper any project ids that must be added or modified. Report any issues that you note to your departmental timekeeper as soon as possible but no later than 5pm (Tuesday date). For additional information, please consult the Supervisor s Guide to the Kaba Time Collection System.

Supervisor email notification (Tuesday) **Final** Notification that a Timesheet Has Been Posted for an Employee(s ) That You Supervise This is to serve as a reminder that temporary staff or student workers that report to you have submitted hours worked for the pay period that ended at midnight this past Friday and to provide you with a last opportunity to review these timesheets, captured on the date of this email, before they are paid. The timesheets can be accessed from the link provided below. Link to timesheet here You are encouraged to take this final opportunity to review these timesheets before they are paid. Please resolve any issues that you identify by 5pm today. Failure to do so may lead to the employee being paid incorrectly. As you complete a final review of your employee s timesheet(s), please keep the following in mind: All Exception Alarms must be resolved by by 5pm today. An employee will not be paid for any entry for which an exception alarm is noted on the timesheet if it is not resolved by 5pm today. Ensure that the days recorded are days that the employee actually worked. Verify that the project id(s) listed is correct. For additional information, please consult the Supervisor s Guide to the Kaba Time Collection System. ** Any issue discovered with a timesheet that is not resolved by 5pm today, must be reported to your departmental/division timekeeper immediately to provide them with the opportunity to correct it before the payroll is processed.**

Supervisor email Notification Summary

View Biweekly Timesheet

Exceptions

Direct Reports Timesheet Summary

Employee Timesheet Biweekly holiday and overtime, Time Reporting Codes (TRC), are automatically calculated during the payroll process. Do not select these TRC options from the drop down list.

Manager Search Options Hide search criteria or show search criteria

Supervisor Navigation Links My Temporary Employee Time will make it easier for supervisors to manage biweekly employee timesheets

Approving Reported Hour Approve Reported Time indicates employee hours that require approval.

Employee Timesheet requiring approval This timesheet requires supervisor or dept. level time administration approval before payroll can process the timesheet.

Employee Timesheet requiring approval To see a list of college/division level approvers, click on the Approval Monitor.

Employee Timesheet requiring approval Click the Multiple Approvers link to view a list of college/division level approvers.

Employee Timesheet Approved

Timesheet Summary with exception alarm

Time Management, Resolving Time and Exceptions

View Biweekly Timesheet

View Timesheet

View Timesheet (cont d)

Manager MYPACK Portal

Manager MYPACK Portal (Content)

Timekeeper Responsibilities Manage and validate recorded time entries for employees assigned to their specific TKLs during the current pay period. Employees will be assigned to a primary TCD/TKL through the Start Employment Process. After the lockout dates has passed, the timekeeper can only review timesheet data. Consult with the Division Payroll Coordinator to resolve any prior timesheet issues. Work with the assigned supervisor in job data to verify or resolve any time punch issues during the current pay period including: Missed punches Exception alarms Incorrect punch entries Project ID# s If Printed Timesheets are required, work directly with the employees assigned supervisor for all appropriate signatures.

Timekeeper Responsibilities (cont d) Resolve any time punch issues before the scheduled biweekly lockout dates Reference: http://www.ncsu.edu/human_resources/payroll/departments.php, select the appropriate Payroll Schedule for Bi-Weekly. Recommendation Monitor employee time punches on a daily basis Allocating 15 minutes a day to monitor punch activity o Makes it easier to resolve issues while it is fresh in everyones mind o Favorably positions the unit to meet payroll deadlines o Minimizes human error o Eliminates delays in payment

Manager Self Service, Time Management

Supervisor Time Management Navigation Approve Time and Exceptions, provides a quick view of employee exceptions. Report Time, managers can verify and manage employee time worked. View Time, provides options to view & print payable time sheet information. View Monthly for SPA Employees View Biweekly for Temp Hrly & STW

Manager Self Service, Time Management Approve Time and Exceptions, provides a quick view of employee exceptions. Report Time, managers can verify and manage employee time worked. View Time, provides options to retrieve data and print payable time sheet information. Manager Search Options, allows managers to change the default search options.

Manager Search Options Hide search criteria or show criteria

Manager Self Service, Time Management Approve Time and Exceptions, provides a quick view of employee exceptions. This section should be monitored daily to prevent any delays in employee payable time. Report Time, managers can verify and manage employee time worked. View Time, provides options to retrieve data and print payable time sheet information. Manager Search Options, allows managers to change the default search options.

Time Management, Approve Time and Exceptions Identify specific search criteria and click Get Employees or just click Get Employees to see all exception alarms for all employees assigned to a specific timekeeper.

Time Management, Approve Time and Exceptions

Manager Self Service, Time Management Approve Time and Exceptions, provides a quick view of employee exceptions. This section should be monitored daily to prevent any delays in employee payable time. Report Time, managers can verify and manage employee time worked. View Time, provides options to retrieve data and print payable time sheet information. Manager Search Options, allows managers to change the default search options.

Time Management, Review Timesheet and Exceptions

Time Management, Approve Time and Exceptions

Time Management, Approve Time and Exceptions Default Project ID unless otherwise specified

Timesheet modification and adjustment comments Employee Name Employee Identification Mngr. Name Comment Bubble

Exception Alarm Trouble Shooting Guide Exception ID Desc. Sev. Reason Resolution TLX10064 TLX10064 NC000002 TLX00450 TLX00031 TLX00032 NC000003 Invalid Punch Order IN/IN Invalid Punch Order OUT/OUT Multiple Job Punch Overlap More than 24 hours reported Invalid HR Status Invalid HR Status Excessive Hours (>14/day) Invalid Project ID High High High Back to back IN punch, potentially a time punch reset of the employees punch in status after 18 hours of not punching OUT. Back to back OUT punch, rarely happens but potentially the employee failed to verify the information on the screen & punched incorrectly. The employee has multiple jobs and potentially clocked IN on one job before clocking OUT of the other job. High The sum of accumulated hours exceed 24 hours. Keep in mind the other exceptions listed could be a contributing factor for this alarm. High The biweekly employees payable status is invalid which means the job data status is Inactive in the HR System. Clock punch data was entered and submitted prior to the inactive date. High The monthly employees payable status is invalid which means the job data status is Inactive in the HR System. Clock punch data was entered and submitted prior to the inactive date. Low The employees accumulated work time for one day is more than 14 hours total. Verify employee/schedule if required. Enter the appropriate missing punch time before payroll lockout. Verify employee/schedule if required. Enter the appropriate missing punch time before payroll lockout. Verify employee/schedule if required. Adjust the punch time to the appropriate In or Out time for each job before payroll lockout. Verify employee/schedule if required. Potentially there could be a missed punch. If so correct missed punch before payroll lockout. Verify employee work status. Update the employee job data and/or verify the employee timesheet if required to match their current job data status before payroll lockout. Verify employee work status. Update the employee job data and/or adjust the employee timesheet if required to match their current job data status before payroll lockout. Verify employee/schedule if required. Allow the exception if manager approves excessive hours. NC000004 High The Project ID or account information the Verify employee distribution and employee should be paid from is not valid account information if required. Select a valid Project ID and resubmit payable time. NC000005 All unresolved In Punch High Severity High alarms The employee will not failed be paid to to clock the out employee within a until Review they are the resolved timesheet in and the HR follow-up System!

Timesheet Summary

Time Management, NC Time Labor Queries Approve Time and Exceptions, provides a quick view of employee exceptions. This section should be monitored daily to prevent any delays in employee payable time. Report Time, managers can verify and manage employee time worked. View Time, provides options to retrieve data and print payable time sheet information. Manager Search Options, allows managers to change the default search options.

Time Management, NC Time Labor Queries Divisional or OUC search (Ex: 47, 48, etc...) Employee ID (9 digit) search option. Time Keeping Location (TKL, Ex:715) search.

Badge Query Information

Time Management, Projected Wage Reports Approve Time and Exceptions, provides a quick view of employee exceptions. This section should be monitored daily to prevent any delays in employee payable time. Report Time, managers can verify and manage employee time worked. View Time, provides options to retrieve data and print payable time sheet information. Manager Search Options, allows managers to change the default search options.

Time Management, Projected Wages Report Select the specific start and end date for the report. Select one of the following Field Criteria: Employee ID TCD Group TCD ID TKL The Input Value options will be based on the Input Field Criteria selection.

Projected Wages Report (Monthly employees)

Time Management, Viewing Timesheets Approve Time and Exceptions, provides a quick view of employee exceptions. This section should be monitored daily to prevent any delays in employee payable time. Report Time, managers can verify and manage employee time worked. View Time, provides options to retrieve data and print payable time sheet information. Manager Search Options, allows managers to change the default search options.

Time management, View Monthly Timesheets *Employee Type Monthly EmplID Individual time sheet lookup *Check Date 12 months of payable check dates, select the specific pay date *Time Keeping Location Drop down list of all the TKL s the manager is responsible for monitoring

Time Management, View Biweekly Timesheet *Supervisor ID *Check Date 26 payable check dates, select the specific pay date

Display/Print Punch Time Sheet (Timekeepers) *Dept. *Time Reporter Group Drop down list of all the TKL s the manager can access *Check Date 26 payable check dates, select the specific pay date Ledger 5 EmplID Individual time sheet lookup

Timesheet Summary without Project IDs

Timesheet Summary with Project IDs

View Timesheet (cont d)

Monthly Employee Timesheet Example

Payable Time Details

Questions