WIXLIB

HR Time Collection System

Agenda Topics KABA Time Collection System Overview– Time Collection Devices (TCD) Employee Responsibilities– How to clock In/Out of the Devices– Employee Timesheet View– Time Keeping Location (TKL) Assignment– Direct Supervisor ID Supervisor Responsibilities– Basic Time Management Hierarchy– Supervisors Timekeeper Responsibilities– Basic Time Management Hierarchy– When to get involved with timesheet approval Timesheet Responsibilities (Supervisor or Timekeeper)» Resolving Punch Exceptions» Printable Timesheets» Payable Time Details» Badge Queries» Projected Wages ReportUpdated 12/1/20162

Time Collection System Overview Types of Time Collection Devices (TCD)KABA web clockKABA wall clockUpdated 12/1/20163

Basic Punch Employee Responsibilities Be on time for scheduled work activity Clock In/Out on the KABA clock device (specified by the supervisor)– Web clockand/or– Wall clock Follow the onscreen instructions to record In/Out punch dataFollow department guidelines regarding lunch and breaksFollow department guidelines regarding missed punchesNotify the supervisor immediately if unable to punch In/Out of aKABA clock device.Please document any errors or messages displayed on the clock screen.Updated 12/1/20164

Time Collection System Overview (cont’d) For those utilizing a KABA web clock– Accessible through the MYPACK Portal(with a valid unity ID and password) The portal will reflect a “My Time” option to recordtime worked through the “Web Time Clock” A short-cut web clock icon can be created on the PC desktop but a validunity ID/password are required for shibboleth access/login The web clock will require the employee to log back into shibboleth after40 minutes of inactivity The web clock can also be accessed through the following navigation path:Main Menu- Employee Self Service- Time Reporting- Report Time- Web Time Clock– The web clock requires a valid 9 digit NCSU ID # before theemployee can punch In/Out.– Convenient for employees with access to a computer, laptop, orpersonal IP device with access to the internet.Updated 12/1/20165

KABA Web ClockEnter your 9 digitemployee ID#then click OK.Updated 12/1/20166

KABA Web ClockClick on the “Job Clock In”link at the beginning of yourwork day or when returningfrom a break, (i.e: lunch)Updated 12/1/20167

KABA Web ClockIf you have multiple jobs,select the appropriateclock location (TKL) fromthe drop down list thenclick “Start” at the bottomof the screen.Updated 12/1/20168

KABA Web ClockSuccessfulclock punch.Updated 12/1/20169

KABA Web ClockClick on the “Job Clock Out” link for breaks or the end of yourwork day. The employee will have to clock out of the currentjob before clocking “In” on a different job within the same day.Updated 12/1/201610

KABA Web ClockSuccessfulclock punch.Updated 12/1/201611

KABA Web ClockEmployees can viewcurrent or previous punchdata by clicking on“Time Record View”.Updated 12/1/201612

KABA Web ClockSelect a date toreview punch historyand click the “Save”button at the bottomto view.Updated 12/1/201613

KABA Web ClockClick “Done” at thebottom when you arefinished or the screenwill timeout and clear.Updated 12/1/201614

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 May2010 come equipped with a proximity access ID #– Proximity access allows employees to use the cardscanning feature to punch In/Out and track timeworked.– Recommended with employees whohave little or no access to computers.Updated 12/1/201615

Time Collection Quick Reference GuideClocking In Hold your NCSU ID badge within a few inches of the ID reader.o Note: The screen will briefly display employee informationassociated with the badge then provide screen options to select. Touch the “Job Clock In” key on the left side of the screen display toclock in.o Note: If you work multiple jobs you will have to select thescheduled 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 toclock out. Always follow the onscreen or guide by light instructions.ExceptionNotificationIf for any reason you are unable to access the clock, notify your managerimmediately and report the issue. Please note any errors or screenmessages. Also check with your manager for alternative Time CollectionDevices (TCD) to punch In/Out.

KABA Wall Clock ScreenEmployee IDUpdated 12/1/201617

Follow the on screen instructions to Clock InUpdated 12/1/201618

Successful Clock InUpdated 12/1/201619

Clocking In/Out (multiple jobs)Updated 12/1/201620

Follow the on screen instructions to Clock OutUpdated 12/1/201621

Successful Clock OutUpdated 12/1/201622

Time Collection System Overview (cont’d)KABA records the actual timestamp (hh:mm) submitted bythe employee then transfersthe data directly into the HRSystem in 15 minute intervals,starting at the top of the hour.Once the timesheet isapproved, the employeeIn/Out punch combinationsare processed, rounded to thenearest quarter hour, and paidbiweekly.Updated 12/1/2016HR SystemEmployeeTimesheet23

Employee Self Service Timesheet ViewEmployees can view or print recorded timesheet databy clicking on “My Timesheet” from MYPACK Portal.Employee punch data must beapproved by the supervisorbefore a processed timesheetcan be generated. Select a“Check Date” by clicking on thehighlighted icon then click“Generate Time Sheet”.NOTE: Employees have the optionto approve their timesheet bychecking the box beside the checkdate if they agree with thesupervisor approval.Updated 12/1/201624

Employee Self Service Timesheet View (cont’d)The Display/Print Time Sheet panel(below) allows the user to select aspecific check date by clicking onthe high-lighted search icon, thenchoosing one of the biweekly payperiods, (example on the right).After the date is selected then click“Generate Time Sheet” to viewand/or print the timesheet.Updated 12/1/201625

Approved and Processed TimesheetUpdated 12/1/201626

Timesheet Summary with Project IDsUpdated 12/1/201627

Reported Effort TimesheetIf the employee timesheet has not beenapproved there will be an option for theemployee to view/print raw punch data capturedon the timesheet. This example reflectsunapproved/unprocessed punch data.Updated 12/1/201628

Time Keeping Location (TKL) NumberA Time Keeping Location (TKL) is a unique digit/alphanumeric codeidentifying the primary work unit the employee is assigned to recordIn/Out punch data.Each job record in the HR System that requires the employee to punchIn/Out will be assigned to a specific TKL for the following transactions: HireRehireAdditional JobsIt doesn’t matter if the employee utilizes a wall or web clock, the timepunch data will be tracked against the TKL associated with the specificjob data record.Updated 12/1/201629

Time Keeping Location (TKL) cont’dA TKL is a combination of numbers that reflect the division OUCfollowed by digits or alphanumeric TKL codesi.e.: 47714 represents47 – Campus Enterprises (OUC)714 –Case Dining location (TKL) Employees are assigned a primary TKL through the Job ActionRequest (JAR) process The Supervisor ID is also identified through the JAR process whichgives them direct access to the employee timesheet Timekeepers must be setup through a Security Access Request(SAR), to manage and approve employee timesheets assigned to aspecific TKL. SAR code Campus Time & Labor TimekeeperUpdated 12/1/201630

TKL and Supervisor Assignment Initiate the JAR transaction and assign a primary Time Keeping Location (TKL) in theappropriate fieldUpdated 12/1/201631

Timesheet Approval HierarchyDivision PayrollCoordinatorDepartmentalTimekeeperTKL #100Supervisor IDEmployee 1Employee 2Employee 3Employee 4Employee 5DepartmentalTimekeeperTKL #101Supervisor IDEmployee 1Employee 2Employee 3Employee 4Employee 5TKL #102Supervisor IDEmployee 1Employee 2Employee 3Employee 4Employee 5NOTE: HRIM CANNOT approve employee timesheetsUpdated 12/1/201632

Supervisor Responsibilities Supervisors will be able to review, update, approve and print (if required) alldirect report timesheets in the HR systemSupervisors are responsible for making sure employee timesheets areaccurate, valid and approved for the pay period:––––– Supervisors have a total of 18 days (from the pay period begin date) toreview and approve direct employee timesheets– Project ID and allocation totalsHours worked each day and total hours each weekHourly rate of pay and total dollar amountOvertime hoursTotal hours of all jobs workedEmail notifications will be sent out at the completion of a biweekly pay period IF thesupervisor has not approved their direst report timesheets.If supervisors does not validate and approve employee timesheets withinthe 18 day window, they will have to work directly with their timekeepingsupport personnel to resolve any timesheet issues or approvalsUpdated 12/1/201633

Supervisor Quick Links“My Temporary Employee Time”Makes it easy for supervisors tomanage biweekly employeetimesheetsUpdated 12/1/201634

My Employees Timesheet SummaryClick on “My Employees Timesheets” (above) to access yourdirect reports. The results panel will reflect the names ofyour employees. It also indicates the “Reported Hours” forthe pay week & “Hours to be Approved". Click on theemployee “Last Name” to open and review the timesheet.Updated 12/1/201635

Employee TimesheetThe KABA devices transfer employee In/Out punchdata directly to their timesheet every quarter hour.Supervisors have a total of 18 days with each payperiod to review, validate, update, and approveemployee timesheets.Updated 12/1/201636

Employee TimesheetAll biweekly (temp hourly) employee timesheetsrequire “Supervisor Approval” before they can beprocessed by payroll.If the timesheet is not approved before the biweeklypay period lockout deadline the employee may not bepaid correctly for the pay period. (i.e: “ReportedStatus” indicates if time “Needs Approval”.Updated 12/1/201637

Employee TimesheetThe supervisor can update the employee timesheetwith missing punch data or correct any data field thatcannot be validated. Simply click in the appropriate“In or Out” box and enter/update the time stamp:hh:mm AM or PM. Click the “Submit” button at thebottom of the timesheet to make the update.Updated 12/1/201638

Timesheet ExceptionsHigh severity exception alarms cannotbe processed by payroll until resolved.To resolve the high exception alarmclick on the employee last name to godirectly to the timesheet and reviewthe employee punch dataUpdated 12/1/201639

Timesheet ExceptionsIn this example the employee did not punch OUT on thedate in question. To clear/resolve the alarm the supervisorwould need to verify when the employee clocked out,update the OUT punch field with the missing punch data(hh:mm AM or PM) and “Submit” the entry.Updated 12/1/201640

Timesheet ExceptionsIn this example the missing OUT punch has beensubmitted but the alarm will not clear until the supervisorapproves the punch data. Once the payroll audit detectsthe approval the alarm will clear if no other issues arediscovered. (audit cycles run 4x a day)Updated 12/1/201641

View Biweekly TimesheetOnce the timesheet has been approved thesupervisor or timekeeper can generate aprocessed timesheet by selecting the checkdate they would like to view.Updated 12/1/201642