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TimeClock Plus Updates and Frequently Asked Questions

[Page updated 8/22/2017]

Full training guides and in-person training schedule available at hrs.colostate.edu/timeclockplus.

Recent Updates

Automated Import
The automated import of data from the HR system to TimeClock Plus has begun, so data will be more up-to-date and accurate in TCP from now on. The imports are running after midnight, so new employees should have access to the system on their start date.

Email Notifications
Leave request and approval notifications are being sent via email through TCP now, as well. Currently, users with the Department HR role are not receiving emails but soon will for any employees that they supervise directly.

Missed Punches
There is an enhancement in the way that missed punches are handled in the TimeClock Plus system. Now, if an employee clocks in before having clocked out (or vice-versa), they will be asked to enter the missed time before completing the current clocking action. The time will be highlighted for supervisors and department HR staff, so that it is clear when a missed punch occurred and was corrected. This will reduce the need for additional communication outside the system.

Viewing and Entering Time Using Decimals
Users of the Oracle HR system are accustomed to viewing and entering time in decimal format as opposed to hours and minutes. If you are running a report in TCP and wish to see hours in decimal format, please click the Options button in the upper-right corner and change the “Hour format” field to “HH.MM”.

Hourly Pay Rates
By request, pay rates for hourly employees have been added to TimeClock Plus. These pay rates factor into some of the payroll reports currently available to the Department HR role. The pay rate in the system is always the current one on the assignment, so running reports for past periods may not be accurate if the pay rate has changed.

Accrual Balances Report
At the request of several users, a new report called “Current Leave Balances” has been created and is available to the Department HR role. It is in the Accruals category under the Reports tab. This report shows all employees to which the user has access with their current Sick, Annual, and Compensatory Time balances.

Rounding Options
By default, clock-in and clock-out times are recorded to the exact minute and transferred to the HR system. Departments can now choose to round these times to the nearest five minutes if they wish. Please email hr_is@mail.colostate.edu if your department decides they would prefer to round. Due to feedback related to inconsistencies across departments on campus between rounded time and straight time, particularly with student employees, as well as the experience of multiple employees clocking in and out at the same clock at the same time, Human Resources is considering switching the entire University to rounded clocking times. Consequently, we are also interested in feedback if your department has a strong reluctance to rounded time.

Shift Differential Timesheets
By default, non-exempt salaried employees have access to a timesheet that requires only a start time and number of hours worked for the day. For Shift Differential employees, however, a timesheet must be used that records a start time and end time. Currently, all salaried employees who have earned shift differential since January 1 have been granted access to this timesheet. If you have new employees or employees who should start earning shift differential, please contact hr_is@mail.colostate.edu to grant them access to the correct timesheet. It is almost identical to the default timesheet; however, training materials for the time-in/time-out timesheet will be created and emailed to those using it.

Excess Regular Hours for Part-Time Employees
HR has discovered that many part-time, non-exempt, salaried employees flex their time between weeks (such as a 30-hour FTE working 25 hours one week and 35 hours the next). To accommodate this, the calculation for determining if an employee receives Excess Regular Hours (additional pay) for a month will be based on the number of hours worked in the month and the number of potential working hours in the month (as opposed to a week-by-week basis). This will be effective for time worked in July. Some departments have been using the Comp Time Earned and Comp Time Used job codes to flex non-overtime hours between weeks. This is no longer necessary nor recommended, because Comp Time should only be used as an overtime alternative, earned at time-and-a-half.

Minute to Decimal Conversion
TimeClock Plus records time as hours and minutes. This has caused some confusion when comparing results with the HR system, because Oracle records time in hours and decimals. To help with this issue, please be aware that the various time fields in TimeClock Plus will also take decimals and convert them to minutes. This is true when recording a start/stop time and also works when entering a total number of hours (such as in the leave Request Manager section).

Special Leave Entries for Department HR Role
Due to a security measure, users with the Department HR role were previously unable to create and approve special leave entries for themselves. This has been changed to allow these users full access to their own leave entries. The default setting of TimeClock Plus is to prevent users from editing their own leave entries. HR Liaisons have long been entrusted to manage their own leave in the HR system, and now they will continue to be able to do so in TimeClock Plus.

Leave Without Pay (LWOP)
HR central is currently working on the most efficient, accurate way to process Leave Without Pay through TimeClock Plus. Until this has been determined, please enter all new LWOP (with effective dates of August 1 and later) through the assignment change form in the Oracle HR system (as it has been entered). If you wish to enter LWOP in TimeClock Plus as well, it will not be double counted. If you have already entered LWOP in TimeClock Plus for the month of July (but not in Oracle), Payroll will manually process these entries correctly.

Holiday Pay
Department HR users should create a Holiday Pay Salaried segment for each eligible non-exempt salaried employee on the appropriate day (such as Labor Day) for the number of hours appropriate to the employee’s FTE (6 hours for a 30-FTE employee, for example).

For hourly employees, there is a Holiday Pay Hourly job code available, but creating a segment for an employee’s prorated hours in the following month has small leave accrual implications. It is therefore recommended that Department HR staff calculate their employees’ Holiday Pay and submit a spreadsheet to hr_payroll@mail.colostate.edu for processing.

Exempt salaried employees should not have holidays noted in any way in TimeClock Plus.

Human Resources is exploring the possibility of processing Holiday Pay centrally in the future.

Process for Making Corrections
To request a change to hours worked or leave taken after a pay period has been locked, a Department HR user should print the “Complete Payroll” report (in the “Payroll” category) from TimeClock Plus, correct the report by hand, have the employee and supervisor sign on the designated lines, and mail the form to hr_payroll@mail.colostate.edu. The “Complete Payroll” report can be filtered to a single employee or small group of employees by using the “Employee Filter” button.

Hourly Leave Accounting
When leave-eligible State Classified Hourly employees have sick, annual, or compensatory time leave entries processed through TimeClock Plus, the payments for that leave will be charged according to the employee’s labor distribution. If the employee has all zero-percentage entries on the labor distribution, the leave will be charged to the department’s default account. As time worked for hourly employees is always attached to a project with specific accounts and percentages, the percentages on the labor distribution will only drive this one aspect of accounting. For example, leave entries on an assignment with the labor distribution below will be charged to the department default account:
Whereas leave entries on an assignment with the labor distribution below will be charged to account 1000000:

Timing of Project Changes and Labor Distribution Changes
When changes are made to projects or labor distributions, those changes are reflected in TimeClock Plus the next morning. This means that if an accounting change on a project is made before the pay period is locked and brought into the HR system to be paid, those changes will be reflected in that payroll. Similarly, if an employee’s labor distribution is changed so that they no longer have access to a project, the Department HR role will also be unable to add or edit time-worked segments for that employee on that project starting the next day. Please wait until after the pay period is locked before making changes to projects and labor distributions.

Zero-Hour Leave Entries
Employees have been creating zero-hour leave requests to indicate that they haven’t taken leave that month. This is acceptable, but supervisors frequently leave the requests unapproved, which causes complications for running payroll. If Department HR users see unapproved zero-hour leave requests after the pay period ends, they are strongly encouraged to approve them on behalf of the department. If they remain unapproved, Payroll has delete these manually in order to run payroll for these individuals.

Frequently Asked Questions

Is Compensatory Time banked and taken through TimeClock Plus?
Yes, although all overtime-eligible employees automatically receive Overtime instead of Comp Time. Overtime has to be manually changed to Comp Time by a Supervisor or Department HR role. For more information on this functionality, please see the training at http://hrs.colostate.edu/timeclockplus/department_hr_training.html#comptime3. TimeClock Plus is working on an enhancement to the system that will allow employees to be defaulted to Comp Time instead of Overtime, but it is not yet available.

Are there test employees we can use to try the system?

Test employees, a test supervisor, and test Department HR user are now available for testing and training purposes here: http://hrs.colostate.edu/timeclockplus/test_employees.html.

I ordered a physical, standalone time clock. How do I configure it?

There is a new training guide available for configurating standalone time clocks: http://hrs.colostate.edu/timeclockplus/department_hr_training.html#standalone.

Can we require employees to indicate in TimeClock Plus that they took no leave for the month?
Departments may wish for their employees to indicate that they took no sick or annual leave for a month instead of just not reporting anything in TimeClock Plus. While it is not required for the whole University, departments may ask their employees to create a zero-hour sick and/or annual leave request on the last day of the month. This will not affect their leave balances and will inform supervisors and department HR staff that no leave was taken that month.

Do off-campus employees use the system?
Yes, off-campus employees will also use the system. If internet access is unavailabile, the mobile app will work in areas with cell phone reception. If cell phone reception is not available, hours should be tracked and approved on paper and input and approved in TimeClock Plus by a supervisor or Department HR staff person.

Who is required to track time and leave in TimeClock Plus and how?
All hourly (bi-weekly payroll) employees clock in and out of the system. Non-exempt salaried employees complete an electronic timesheet. Non-exempt salaried employees also have the option of clocking in and out. Employees eligible for Sick Leave and/or and Annual Leave enter leave requests in TimeClock Plus. Other types of informational leave (that do not affect Sick or Annual Leave balances), including Parental Leave, Jury Duty, Leave Without Pay, Bereavement Leave, Military Leave and FMLA Leave is entered into TimeClock Plus by department HR staff.

Can employees view their leave balances in TimeClock Plus?
Current leave balances are viewable in TimeClock Plus, and employees are restricted from requesting leave that would reduce their balance below zero. Due to the current complexities of leave accrual, TimeClock Plus does not project employee leave balances into the future.

What are the user roles in TimeClock Plus?
The four user roles are Employee, Manager, Department HR, and Admin. Department HR are able to view and enter time and leave manually for employees within their department(s).

What reports are available through TimeClock Plus?
There are many reports available through the system. Not all are automatically available, because the number would be overwhelming and difficult to navigate. Available reports and examples can be viewed on the TimeClock Plus website. If you would like one of these reports to appear on our system that doesn't currently, email hr_is@mail.colostate.edu.

Managers/Approvers

Who approves time entries and leave requests in TimeClock Plus?
An employee's supervisor (on their assignment in Oracle) is automatically able to approve any time entered or leave requested on that assignment. Additional approvers (Managers) for a time clock project can be specified on the new Time Clock Project form in Oracle.

If an employee has worked on several different projects within an assignment, will multiple supervisors have to approve the time?
The way that TimeClock Plus is configured right now, a supervisor can approve any of the hours that are on the assignment (for any project). However, a supervisor should only approve the time that they can confirm the employee working, so multiple approvers may need to approve time on one assignment.

Clocking In and Out

How can employees clock in/out if they are out of cell phone range?
The TimeClock Plus smartphone app allows employees to clock in and out even if they are out of cell phone range. They just have to be within range and open the app before the end of the pay period so that the app can sync up with the system. There is also an option to clock in/out by dialing a phone number, so they could potentially use a landline or satellite phone instead.

Time Clock Projects

Can projects in TimeClock Plus be associated with an accounting split?
TimeClock Plus projects can include up to five accounts with different percentages totalling 100%, and a single assignment can clock into different projects with different accounting splits with the amounts calculating correctly in Payroll.

Time Clock Security

Are clocking actions authenticated using eID credentials?
The web-based time clock will require eID authentication. The physical time clocks (pin entry, card swipe, proximity reader, etc.) will not require eID credentials.

Can a supervisor or department HR staff member see where an employee was when he or she clocked in or out?
Yes. Each clock-in/out action is marked in the system with either the location of the clock (if the employee uses a physical time clock), a public-facing IP address associated with an area of campus or a building (if the employee uses the web interface on a computer), or an approximate geographical location (if the employee uses the smartphone app).

Can a department restrict employees to using a specific time clock?
We can configure within the system that employees are only allowed to use one or more specific physical clocks for a particular department or project. We can also place restrictions around using the web interface or the smartphone app.

Purchasing Physical Time Clock

What physical time clocks are available?
All time clock options have a touch-screen display, and employees can use it to punch-in/out, receive any messages sent through the system, view their hours for any pay period, view their schedule (if set up by department) and more. All clocks have PIN entry to allow employees to clock in/out. Available features to add to a time clock are:

  • Magnetic Swipe: swipe a RamCard to clock in/out
  • Biometric: confirm your identity by placing a finger on a scanner
  • Camera: takes and stores a picture when an employee clocks in/out for identity verification

How much do physical time clocks cost and where can I purchase them?
We have been asked not to post prices online as they are subject to change. Please contact hr_is@mail.colostate.edu for the most recent pricing sheet and to purchase, contact:
Mike Bowman, Enterprise Sales Manager
mike@timeclockplus.com
800-749-8463 ext. 7614