Time Clock Plus

Payroll Department Team Members Jason Martinez Payroll Supervisor Ext. 4559 Email: [email protected]

Nina Cisneros Eric Olivarez Mary-Helen Flores Maria Graham Payroll Specialist Payroll Specialist Payroll Specialist Ext. 7031 Ext. 7023 Payroll Specialist Ext. 7030 Email: [email protected] Email: Ext. 7027 Email: [email protected] [email protected] Email: [email protected] Memorial Kennedy Brentwood Cisneros Gardendale All monthly departments Alternative Perales LBJ (701 – 867) Wrenn Burleson ECE Las Palmas Extra duty/Stipends Gus Garcia Stafford ECE Roosevelt Biweekly: Custodians Fine Arts Food Service Stafford PPS Transportation Winston HB Gonzalez Cardenas ECE Substitutes Police Warehouse Textbooks Athletic Crew

Staff Time Clock Direct Deposits EISD HR Work Schedules Wage employees Departments Calendars Statements (Full-time Attorney General Documents W2s Part-Time Student Loans Emails Reports Subs United Way Status Changes TRS Temps US Govt. TEC 941 Tutors TWC 1,800 employees) High Level Process Outside agencies 1.1 1.4 1.5 1.2 1.3 Employee Direct Reports Interfacing Payroll Data entered Deposits & completed and Start of all data Verification End Accurately & Funds Submitted from all Complete software available Accurately

 Employees MUST approve their time by 9:00am on Mondays

 Editors MUST complete editing and approvals by 9:00am Tuesday

 Managers MUST approve time by 10:00am Tuesday

 The next steps to complete the payroll process include:  running reports  verifying data  Printing Payroll and Deduction checks if necessary  Preparing and submitting file for direct deposit  This process takes on average 1 hour  It takes the same time for one check or for 1,300 direct deposits  Each month the Payroll Department processes over 2,200 transactions/checks

Time Clock  Editing  Professionals  Para-Professionals/ Auxiliary  Leave  Bank Time  Missed Approval  Time Approval  Questions

“Editing Time Clock”

2013 Open Time Clock Manager Click: “Time Clock Manager” icon Pop Up Window will Appear

Enter Your “User ID” & Your Secured “Password”

Password must be secured. Do not share your password. Click on “Employee” in the Toolbar.

Click Employee Click on “Edit Hours” or Click Icon Missed Punch for Professionals

2013 Select or Enter Employee Number

Enter Employee Number

Click on Employee Name Employee time will appear for ALL open weeks.

Right Click on the “White Area next to Employee Time” Click “Add Segment”

Click “Add Segment” Click on “Missed in punch” box

Click on “Missed in punch” Verify “Date” & “Time In” Then Adjust “Time Out” to reflect “Segment Hours” and “Job Code

Verify/Change Date of Missed Swipe Verify “Date” & “Time In” Then Adjust “Time Out” to reflect “Segment Hours” and “Job Code

“Time In” Enter Employees Scheduled Time In Verify “Date” & “Time In” Then Adjust “Time Out” to reflect “Segment Hours” and “Job Code

“Segment Hours” Adjust “Time Out” so that “Segment Hours” reflect the 7.5 hours Verify “Date” & “Time In” Then Adjust “Time Out” to reflect “Segment Hours” and “Job Code

Indicate proper “Job Code” COMPLETED Verify “Date” & “Time In” Adjust “Time Out” to reflect “Segment Hours”

All edits require a note

Click “Ok” Missed Punch entry will appear. Ready for Administrator to approve.

Missed Punch for Para-Professionals & Auxiliary

2013 Select or Enter Employee Number

Enter Employee Number

Click on Employee Name Employee time will appear for ALL open weeks. Para’s can fix previous “Missed Punch” when clocking in or out.

Verify/Change “Missed Punch” times

ARE THESE OUT TIMES CORRECT? Double Click on BLUE time

Double Click on Missed Punch time Change “Time Out” to correct time as per your Time Clock Log using rounding time. Review “Time Out” & Always put your note

All edits require a note

Click “Ok” Missed Punch entry will appear. Ready for Administrator to approve. Local Leave

State Leave

Absent Without Leave (AWOL)

2013 Select or Enter Employee Number

Enter Employee Number

Click on Employee Name Employee time will appear for ALL open weeks.

Right Click on the “White Area next to Employee Time” Click “Add Segment”

Click “Add Segment” Click on box “Time Sheet Entry”

Click on “Time Sheet Entry”

Change/Verify Date of Leave, Time, & Hours.

Change or Verify Date

“Hours” Employees “Time” Full-Day or Half-Day Hours Employees EX: 7.5 hour employee Scheduled 7.5 for Full-Day time in. 3.75 for Half-Day 8.0 hour employee 8.0 for Full-Day 4.0 for Half-Day Select Leave Type for “Job Code” Codes Differ from Prof. & Para

Click on arrow for drop-down box.

Para-Professional Professional

“1” Local Personal “11” Local Personal

“2” State Personal “12” State Personal

“4” Non-Duty “14” Non-Duty (only 226 employees) (only 226 employees) ALWAYS ENTER A “NOTE” Click “Ok”

All edits require a note

Click “Ok” Leave entry will appear

Absent Without Leave (A.W.O.L) Codes Differ

Click on arrow for drop-down box.

Professional

Code: “90” AWOL

Para-Professional & Auxiliary

Code: “91” AWOL Absent Without Leave (A.W.O.L) Professionals

Professional All edits Code: “90” AWOL require a note &

Hours: 7.5 for Full-Day 3.75 for Half-Day Click “Ok” Absent Without Leave (A.W.O.L) Para-Professionals & Auxiliary

Para-Professional & Auxiliary All edits Code: “91” AWOL require a note & Hours: “0” for Full-Day “0” for Half-Day Click “Ok” Leave entry will appear

Bank Leave

Code “70”

Para-Professionals & Auxiliary

2013 Bank Time will start and end with your Work Schedule Calendar Select or Enter Employee Number

Enter Employee Number

Click on Employee Name Employee Timesheet will pop up

000000

Right click on any white area, then click on add segment Edit Segment will pop up

Change to date you will be adding banking time to.

Enter time that employee will be using. Than change job code to 70

Always make Banking 2 hours comments when editing timesheets

Click enter to go back to timesheet Verify 7.5 hours for Full-Day DONE

Employee timesheet will now You have now enter Bankinghave a 7.5 hour for that day. Time When done with editing Click small Red “x”

DO NOT ENTER FMLA Jury Duty Military Leave • Please notify and provide proper documentation to your Payroll Specialist. Time Clock Plus

“Missed Punches” Approving of Staff Missed Punches 2013 Click on “Employee” in the Toolbar.

Click Employee Click “Missed Punches”

Missed Punches Manager Missed Punches screen will pop up. Set Start and End Dates

Need to change dates NOTE: If you click “Update” w/o setting date range. ALL open weeks will be displayed.

Payroll weekly dates start on Saturdays and end on Fridays. Click on “Start” Calendar Icon. Enter Start date: Week begins on Saturday.

Click Icon

Weeks start on Saturday Click on “End” Calendar Icon. Enter End date: Week ends on Friday.

Click Icon

Weeks ends on Friday Want to save time? Click on 1st box to see “Unapproved Missed Punches”

Dates are Set & “√” mark is made. Click on “Update”

Click “Update” Report will Run. All employee’s that have “Not Approved” missed punches will appear.

BLUE Time is not Approved Click on the blue color time, it can be a in or out time. Then click on the “Approve In” or “Approve Out” button at the bottom of the screen.

1st - Click on any time that needs to be approved

2nd – Click on either the “Approved In” or “Approved Out” button Once approved. Time will change to GREEN, indicating the Missed Punch is approved. Continue this pattern until all “Missed Punches” are approve, all GREEN.

Time is approved Repeat approval process until all “Missed Punches” are approved, all GREEN.

All time is Approved Click on “Update” to verify that all approvals for date range are completed.

Click Your completely done for date range selected. Click on “X” to close

Screen is BLANK. Your done for date range. Time Clock Plus

“Approval Manager” Approving of Staff Time 2013 Click on “Employee” in the Toolbar.

Click Employee Click “Approval Manager”

Approval Manager Approval Manager screen will pop up. Set Start and End Dates

Need to change dates NOTE: If you click “Update” w/o setting date range. ALL open weeks will be displayed.

Payroll weekly dates start on Saturdays and end on Fridays. Dates are Set. Click on “Update”

Click “Update” Report will Run. All Employees pending time approval will appear for selected date range.

NOTE: Blue Missed Punches. Return to “Missed Punch Green Checks Approvals” to approve “O”: before you approve time. Editor Reviewed Once approved “Missed Red Checks “M”: Punch” will appear BLACK Manager Employee Number & Name will appear on this screen. Approval

Blue Check “I”: Employee Approval Manager will need to look at each day in order to verify that clock time is correct for work day.

Lunch Hours for Total “ [ “ shown, Swipe IN and OUT Minutes Day hours for indicates swipes for Week same day

Para-Professional: Will have a lunch time. Either an Auto or a clocking lunch. Above is an clocking lunch. There should be a swipe in and out under the same day and lunch minutes will show next to lunch start time. Manager will review time and approve by clicking the box under the RED below the “M” column

Click Box

Or Click the RED arrow to approve all week. Review and Approve all pending time. Then click, “Update”

Click “Update” After all Approvals

All Approved No more Approvals Needed!

Window will be blank once all approvals are done.

REMINDER: Repeat process as needed. Employees with Multiple Job Codes

Approve only Job Codes that pertain to your Campus/Dept. Budget. Click “X” to close Approval Manger Window

Click “X” Close Click on RED circle “X” to Log-Out of Time Clock Manager

Finished Professional Schedule

 Elementary

o Clock in 7:30am

 Middle School

o Clock in 8:00am

 High School

o Clock in 8:30am

 Questions?

 Thank you