HBS Timekeeping System

HBS Timekeeping System http://acctg.ucsf.edu HBS Badge Reader and Web Clock Training Updated 10.20.10

1. Clock In/Out 2 ways For Employees Badge Reader: Device used to record time In/Out by swiping UCSF badge Web Clock: Website used to record time In/Out to populate hours onto your HBS timesheet NOTE: Based on your work location, you will use either a Badge Reader or Web Clock 2. Complete Timesheet in HBS Add Vacation/Sick Hours Add Notes (optional) Complete and certify hours are accurate 2

Recording Your Hours: In / Out Only If you DO NOT Clock In and Out for your Meal Break: To record your hours, you clock in and clock out ONCE each day. 1. First when you arrive to start your shift 2. Second when you leave to end your shift HBS will automatically deduct your meal break based on your schedule. 1 2 Example: 8 hour shift, 07:30 16:30 60 min meal break Clock In 07:30 Work entire shift HBS automatically deducts 60 minutes for meal break Clock Out 16:30 3

Recording Your Hours: Meal Break In/Out If you Clock In and Out for your Meal Break: To record your hours, you clock in and clock out TWICE each day. 1. First: Clock In when you arrive to start your shift 2. Second: Clock Out for Lunch when you take your meal break 3. Third: Clock In from Lunch when you return from your meal break 4. Fourth: Clock Out when you end your shift 1 2 3 4 Example: 8 hour shift, 08:00 17:00 60 min meal break Clock In 08:00 Clock Out for Lunch 12:00 Clock In from Lunch 13:00 Clock Out 17:00 4

HBS Badge Reader Using HBS Badge Reader 5

Badge Reader Locations Badge Reader Location Helen Diller Cancer Research Room 562 LARC MB GN 153 LARC Genentech Hall 153 LIBRARY Kalmanovitz Library MCB Guard Desk MCB Guard Desk Lobby PSSRB LARC 3rd Flr PS3C1AR ROCK HALL Room 151 SHUTTLE MB Byers 102 Byers Hall 100 - Satellite Guard Desk SHUTTLE MB Parking 1625 Owens St. Parking Office SHUTTLE PARN MU-G26 Parnassus Garage Level G, Rm MU-G26 NOTE: If a badge reader is down, use computer to clock in/out using Web Clock. 6

HBS Badge Reader Use the Badge Reader to enter time in your HBS Bi-Weekly timesheet. Use the In/Out buttons to clock in and out Swipe your badge in front of the key card reader 7

To Clock IN: Clock IN to Badge Reader 1. Press IN Button. 2. Immediately swipe your badge across the Badge Reader (gray section with green light). THE FIRST TIME YOU USE A BADGE READER (AT ANY LOCATION) ONLY: Repeat Steps 1 & 2, then 3. 3. Verify Badge Reader confirms IN entry with prompt Thank You <Your Name>, indicating your entry was accepted. F1 IN F7 F2 F8 F3 F9 F4 F10 F5 F11 F6 OUT F12 UP ARROW F13 C CLEAR 3 F14 F15 F16 F17 F18 LEFT ARROW HOME F20 RIGHT ARROW F21 1 F22 F23 F24 F25 F26 SHIFT F27 DOWN ARROW E 2 8

Clock OUT of Badge Reader To Clock OUT: 1. Press OUT Button. 2. Swipe badge (only once). 3. Verify Badge Reader confirms OUT entry with prompt Thank You <Your Name>, indicating your entry was accepted. Reminder: If you use Badge Reader to record your Meal Break, you will: Clock Out for Lunch. Clock In when you return from Lunch. Clock Out when you end your shift. 1 3 F1 IN F7 F2 F8 F3 F9 F4 F10 F5 F11 F6 OUT F12 UP ARROW F13 C CLEAR F14 F15 F16 F17 F18 LEFT ARROW HOME F20 RIGHT ARROW F21 F22 F23 F24 F25 F26 SHIFT F27 DOWN ARROW E 2 9

Badge Reader Troubleshooting Be sure to Clock In and Clock Out based on your scheduled work hours. Issue Explanation Resolution Badge or badge reader is not working. Badge reader displays Punch accepted in offline mode. Employee lost badge or badge/reader is not working. Swipes are being recorded, but for some reason the connection with the database server has been lost. Alert your supervisor. Use Web Clock to clock in/out. Alert your supervisor. Supervisors notify: Kevin Crisp (415) 353-3418 kevin.crisp@ucsfmedctr.org Sanford Chin (415) 353-3507 sanford.chin@ucsfmedctr.org Employee clocks In and forgets to clock Out (or vice versa). HBS automatically creates an invalid entry, meaning that your In and Out time will be identical on your timesheet. Alert your supervisor about this transaction so a correction can be made on your timesheet. 10

HBS Web Clock Using HBS Web Clock 11

HBS Web Clock To access HBS Web Clock, log on at: https://hbswebclk.ucsfmedicalcenter.org/tpwebwc/ First Time Users: 1. Enter your last name in Help I Forgot My Login ID field and click Find. User List pop-up window opens. Select your User ID. This populates your Logon ID for step 2. 2. Leave Password blank and click Log On. Follow prompts to set your password. Choose password that has: Minimum 6 characters No special characters (e.g., $) 12

Clock IN to Web Clock Date defaults to today s date. 1. Click In. The system records your time in. Be sure to Clock In based on your scheduled work hours. 13

Clock IN to Web Clock Message appears confirming your transaction. Note: Session automatically logs out after 20 seconds. The system records your Time In for the day. That s all you need to do to clock in for the day! 14

To Clock OUT for Lunch 1. LOG ON to Web Clock: https://hbswebclk.ucsfmedicalcenter.org/tpwebwc/ 2. Click Out for Lunch. Note: If you do not clock out for lunch, all you do is Clock Out at the end of day. Be sure to Clock Out based on your scheduled Meal Break (e.g., 12:00). The system records your time out. 15

To Clock IN from Lunch 1. LOG ON to Web Clock: https://hbswebclk.ucsfmedicalcenter.org/tpwebwc/ 2. Click In from Lunch. The system records your time in. 16

To Clock OUT at the End of Your Shift 1. LOG ON to Web Clock: https://hbswebclk.ucsfmedicalcenter.org/tpwebwc/ 2. Click Out. The system records your time out. Be sure to Clock Out based on your scheduled work hours. Reminder: If you do NOT clock in and out for your meal break, this is all you need to do to clock out at the end of your shift. Note your recorded Clock In time for the day. Note: All transactions will show in the Punch History, including in/out for lunch. 17

Clock OUT of Web Clock 3. Click Submit. Important: Transaction will not be saved unless you click Submit. If Meal Break was skipped, select Yes from Skipped Meal dropdown before submitting. Otherwise, leave default. If you clock in/out for lunch, do NOT use the Skipped Meal drop-down. 18

Complete Your HBS Timesheet Using HBS to Edit and Complete Your Timesheet 19

Complete Your HBS Timesheet REMINDER: All employees must COMPLETE their time sheets. At the end of each pay period, log into HBS to edit and complete your bi-weekly timesheet. Recommendation: Complete your timesheet on MONDAY after the end of the Pay Period. Access the HBS Bi-Weekly Non-Exempt Employee Job Aid at http://controller.ucsf.edu/fin_systems/hbs.asp for details on pay period end dates and other information about HBS. 20

Log On to HBS To access HBS, go to https://hbsweb.ucsfmedicalcenter.org/tpweb/ First Time Users: 1.Enter your last name in Help I Forgot My Login ID field and click Find. User List pop-up window opens. Select your User ID. This populates your Logon ID for step 2. 2.Leave Password blank and click Log On. Follow prompts to set your password. Recommended: Use the same password you use for Web Clock. 2. 1. Returning Users: Use the password you established during your initial logon. If you forget your password or get locked out of HBS, contact your department Approver to reset your password. 21

View Messages Upon successful logon, you will see the Messages screen with important messages, notifications and Help contacts. Important Messages about HBS downtime, timesheet deadlines, etc. display here. Your Management Group Owner is your starting point for HBS help. Check here for Notifications about your timesheet. 22

Find Your Current Timesheet 1. Navigate to Employee Tasks and click on Timesheet 2. Select pay period 3. Click GO Two pay periods are ALWAYS open in HBS so ALWAYS select the pay period of the timesheet you want to complete. Timesheets for closed pay periods are under the History tab. 23

Review Your HBS Timesheet Your timesheet will display your hours for the 2-week time period. The following slides describe each section in detail. Input Summary Scheduled Shift Daily Detail 24

Input Summary The Input Summary displays your hours for the 2-week pay period, based on your Clock In/Clock Out transactions from the Badge Reader or Web Clock. Click on a day/date to view details 25

Review Scheduled Shift If needed, review your Scheduled Shift section to see recorded Time In/Out. Override Scheduled Shift If your daily schedule is changed, your schedule details for that day would appear in this section. Important: Contact your HR Admin to edit any of these fields. Scheduled Shift Displays your normal schedule. NOTE: HBS uses military time. Actual Time Clock Hours Displays actual Web Clock or Badge Reader IN/OUT times for the day. Location In/Out displays Web Clock IP address OR Badge Reader location. 26

Review Scheduled Shift If Actual Time Clock Hours section is blank, record appropriate leave Pay Code for the day. 27

Recording Vacation/Sick Day To record Vacation or Sick leave on the timesheet: 1. Click day/date of leave. 2. Select Time In/Out for a normal day and total to a full day of leave. Note: HBS uses military time. Add 12 to any PM hours to compute time. 3. Update Meal Break 4. Select Vacation or Sick Pay Code 5. Click Save button in upper right toolbar. Note: Click Save after each update. 28

Add Notes to Timesheet (Optional) You have the option to add Notes to your timesheet. All Notes in HBS are public record. Once a note has been submitted, it cannot be edited or deleted. Each note is time stamped with the name of the user who submitted the note. Your department may have specific procedures regarding timesheet notes. Click the Notes button in the upper right toolbar. A Notes box will pop up in a separate window. 1. Type note. 2. Click Submit Note. Use Notes to record variations from schedule, e.g., started early to clean up a flood. Include the date. 29

Toolbar Buttons These buttons allow you to perform the following functions: BUTTON ACTION Save timesheet data (warning: does not complete timesheet) Reset and clear data to last save Add and view notes Complete timesheet Remove Complete cancels Complete status but data is saved Do not use browser buttons (e.g., back or forward arrows) while in HBS. Use system links or tabs to navigate. View current leave balances Print Timesheet Action Audit: View all activity affecting the timesheet 30

Complete your Timesheet If your timesheet correctly reflects your work hours, simply Complete and certify your timesheet. 1. Click Complete button in upper right toolbar. 2. Click OK in pop up box to certify information is accurate. WARNING: If no hours are on your timesheet, you will not be paid. What Happens Next: 1. Your timesheet status updates to Completed so your Approver knows it is ready for approval. 2. Your Approver approves your timesheet in HBS. 3. HBS emails you when your Timesheet has been approved. 31

Congratulations! You have completed the HBS Badge Reader Web Clock Training! Next Step: Download and print HBS BW Non-Exempt Employee Job Aid available at http://controller.ucsf.edu/fin_systems/hbs.asp 32

For Approvers Review Daily Attendance Review Timesheet Summary and Timesheets Compare Clock In/Out transactions to Timesheet and review Timesheet Action Audit Approve Timesheet Complete HBS BW Approver Training, available on UC Learning Center (LMS) 33

Review Daily Attendance Review attendance by employee or by Timesheet Group. 1. Go to Manager Tasks > Attendance. 2. Select the Timesheet Group and click Go. Clock-in transactions from Web Clock and Badge Reader are viewable on the Attendance page by day. Attendance date defaults to today s date. Status shows if employee was On Time, Early, Late, or Vacant (absent). 34

Review Timesheet Summary Review summary to quickly identify timesheets that need more detailed review. 1. Navigate to Manager Tasks 2. Click Timesheet Group 3. Select Pay Period 4. Click GO 6. Click Employee s Name to open timesheet for detailed review. 7. Review details on timesheet. 1. START HERE to check status Best Practice: Approve only COMPLETED timesheets. 2. Review # of hours: - Worked - On Leave or START - Total for 14-day Pay Period Determine if timesheet completed by Employee and ready for approval 3. Review # of hours paid at higher rate 4. Review # of: - Notes for review - Error/Warning Messages requiring attention 5. Determine if timesheet approved 35

Compare Clock In/Out Transactions to Timesheet For any given day, Approvers can compare the Clock In/Out transactions to the entries on the Timesheets. The Location In/Out tells you how the employee clocked in/out: If Badge Reader, displays Badge Reader Name/Location If Web Clock, displays Web Clock IP Address Note: HBS uses military time. To compute PM hours, add 12 (e.g., 4:15 = 16:15). 36

Review Timesheet Action Audit Click on Timesheet Action Audit button in toolbar to see if updates were made to timesheet. Timesheet update made by employee Mickey Mouse. 37

Add Notes and Approve Timesheet Notes are optional, but it is a good practice to add notes when you edit a timesheet, to document the change. All Notes in HBS are public record. Once a note has been submitted, it cannot be edited or deleted. Each note is time stamped with the name of the user who submitted the note. Click Notes button in the upper right toolbar on the timesheet and a Notes box will pop up in a separate window. 1. Type note. 2. Click Submit Note. Click Approve button in the toolbar to approve the timesheet. 38

For Approvers Changing Funding If needed, Approvers can select that certain hours be charged to specific funding sources. There are two ways to change funding sources: Select DPA-Fund from List Look Up DPA-Fund Not on the List 39

Charge all work hours on 2/12 to a single fund on DPA-Fund list 1. Click Fri 02/12. Select DPA-Fund from List 2. Select DPA-Fund from list and click Save. 40

Look Up a DPA-Fund Not on the List Charge all work hours on 2/19 to DPA-Fund (664523-19900) not on list 1. Click Fri 02/19. 2. Select <Lookup> from DPA-Fund list. 41

Look Up a DPA-Fund Not on the List Enter DPA-Fund number in Cost Center Description: * Be sure to leave a space before and after the dash between the DPA and Fund numbers Click Lookup 42

Look Up a DPA-Fund Not on the List You can also search by DPA or by Fund. Enter wild card (%) before and after 6-digit DPA number OR 5-digit Fund number. Search by DPA Search by Fund 43

Look Up a DPA-Fund Not on the List Search Results display. 1. Click Code link next to DPA-Fund 3. Click Close Window 2. Click OK in the pop-up window 44

Look Up a DPA-Fund Not on the List Newly added DPA-Fund appears in list for that specific day. Remember: DPA-Fund list updates nightly from OLPPS. 45

Badge Reader Troubleshooting Issue Explanation Resolution Badge or badge reader is not working. Employee lost badge or badge/reader is not working. Lost Badge Contact Dept HR to get a new badge assigned in HBS. Employee will need to use Web Clock until the Badge Reader user setup is complete. Badge reader displays Punch accepted in offline mode. Employee clocks In and forgets to clock Out. Or vice versa. Swipes are being recorded, but for some reason the connection with the database server has been lost. HBS automatically creates an invalid entry, meaning that In and Out time will be identical on timesheet. Badge Reader Not Working Contact MC IT (see below) Contact Medical Center IT immediately: Kevin Crisp (415) 353-3418 kevin.crisp@ucsfmedctr.org Sanford Chin (415) 353-3507 sanford.chin@ucsfmedctr.org 1. Review the timesheet and find the appropriate entry. 2. Edit the Time In/Out as necessary. 3. If you cannot make the edit, delete the entire entry. Then, add a new entry with the appropriate Time In/Out. 46

Congratulations! You have completed the HBS Web Clock Badge Reader Training! Next Steps: 1. Complete HBS BW Approver Training 2. Download and print HBS BW Approver Job Aid Available at http://controller.ucsf.edu/fin_systems/hbs.asp 47