Midland isd timeclock electronic timekeeping



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MIDLAND ISD

TIMECLOCK ELECTRONIC TIMEKEEPING

Operating Procedures

OFFICIAL TIME

The TimeClock Plus (TimeClock) electronic timekeeping system and associated work records will become the official basis for recording hours worked for non-exempt employees of the Midland Independent School District (“MISD”). Handwritten timesheets will be replaced by TimeClock-generated timesheets, based on the data in the timekeeping system.

In order to ensure consistency of treatment for employees, the data recorded in the TimeClock system shall be considered as the “official” record of the work day. Any disputes over actual hours worked or attendance will be resolved by referring to the official TimeClock records.

It is recognized that in certain situations (e.g., clock malfunction), it will be necessary to correct or enter missing data. These changes will be carefully documented on the TimeClock Time Adjustment Form (Exhibit 1 “Supplemental Information Time Sheet”) so that it will be possible at all times to determine how a time-detailed record was computed.

In order for the electronic timekeeping system to work as intended, all non-exempt employees must participate. Outlined below are some important rules.

Work Week – For all employees the work week begins on Monday and ends on Sunday.

Non-Exempt full-time employees should work a 40-hour work week.
Note: The terms “clock-in”, “punch in” and “swipe in” (or out) mean the same thing. They all refer to the action whereby an employee slides his/her ID badge through the slot on a time clock machine, which then reads the badge number and transmits this information to the TimeClock timekeeping database.

DAILY CLOCK-IN/CLOCK-OUT

It is a job requirement that ALL non-exempt employees MUST “clock-in” in the morning, “clock-out and in” for lunch, and “clock-out” at the end of the work day. (Under certain conditions, such as a training course at a different location, the employee shall clock-in/out at the alternate location, or be clocked in/out manually by the Campus/Department Timekeeper Manager). Other requirements include:


•Employees should not clock-in earlier than their scheduled starting times (unless the employee has Supervisor approval for early arrival in advance).
• Employees shall not clock-out before their scheduled ending time, unless authorized to do so by their Supervisor.
• All non-exempt employees leaving campus/department site for any personal reason (including lunch) during the day must clock-out when leaving campus/department, and clock-in when returning to campus/department.
• Any disagreements with the official time-detailed record shall be reviewed with the employee’s Supervisor, who shall authorize any changes to timekeeping data.

FALSIFICATION OR TAMPERING

Any attempt to tamper with the timekeeping hardware or software will be considered a serious offense, subject to disciplinary action up to and including termination.

Punching in for an absent employee (a.k.a. “buddy punching”) will also be considered a serious offense, with both employees subject to disciplinary action up to and including termination.

No employee should be in possession of another employee’s badge at any time.

Anyone interfering with other employees’ use of time clocks shall be subject to disciplinary action.

To tamper with TimeClock equipment, interfere with use of the clocks, or punch-in for someone else will be considered a serious offense. Due to the severity of these infractions, there will be immediate discipline enforced, up to and including immediate termination.

The Supervisor and the Human Resources Department will review the specific details of such an infraction and develop an appropriate response.



LOST OR MISSING IDENTIFICATION BADGE

Employees are required to wear their badges at all times while on duty. Any lost badges must be immediately reported to the responsible supervisor or designee and to the MISD Police department and you must obtain a new badge as soon as possible.

Employees will be charged for each lost ID badge. Damaged ID badges will be replaced free of charge when they are turned in. (In specific cases, you may be charged for a damaged badge, i.e. excessive amount of damaged badges.)

Excessive forgetting or losing your badge may be cause for disciplinary action.


DAMAGED IDENTIFICATION BADGE

If your badge becomes damaged and cannot be read by the electronic time clock reader, you must immediately inform your supervisor and turn in your damaged badge to the MISD Benefits Department in order to obtain a replacement badge.

Damaged badges will be replaced free of charge to the employee. As noted above, badges cannot be replaced until the damaged badge has been turned in.
An excessive amount of damaged badges may be cause for disciplinary action.


CLOCK PROBLEMS

If any employee is unable to punch-in or -out because of a time clock malfunction, it is the employee’s responsibility to immediately inform the Campus/Department Timekeeper Manager. In this situation the Campus/Department Timekeeper Manager will “manually” clock the employee in or out. The Campus/Department Timekeeper Manager will notify the Help Desk of any clock problems.




OVERTIME

Sometimes, because of necessity, you may have to work over and above your normally scheduled hours per week. If that happens, you must secure approval from your supervisor before you work those additional hours. Employees working unauthorized time will be subject to disciplinary action up to and including termination.

Depending on the employee’s position/department, these are the options available:
A. Employees earning overtime

1. Adjust work schedule within that same week so that the total number of hours worked is equal to your normally scheduled hours per week.

2. If you work more hours than your scheduled work week, you will receive pay for additional hours worked providing your job title is subject to receive overtime, i.e., maintenance, custodial, and transportation.
If the actual, physical time worked exceeds 40 hours per week (excluding holidays or paid time off), you receive “time and a half” for the hours worked in excess of 40. If the actual work week is less than 40 hours because of holidays, excused absences, and/or vacation, you will be paid the regular hourly wages for hours over the short work week. IE: The work week has a holiday. This makes the work week 32 hours plus 8 hours of holiday time. If you actually, physically work 35 hours, you will get paid 3 extra hours at regular hourly wage. (Example: 35 + 8 = 43 --- 3 hours of extra work, but not considered “time-and-one-half” overtime because the work week was only 32 hours, not 40).
B. Employees earning compensatory time

1. Adjust work schedule within that same week so that the total number of hours worked is equal to your normally scheduled hours per week.


2. If you work more than your scheduled work week, you will receive comp time for the additional hours worked (if you are a non-exempt employee and are eligible for compensatory time). The system will calculate comp time for the additional hours worked. If the actual time worked exceeds 40 hours per week (excluding holidays or paid time off), you will receive “time-and-a-half” for the hours worked in excess of 40 called OT-Comp.
If the actual work week is less than 40 hours because of holidays, excused absences, and/or vacation, you will be credited at straight-time calculation for the hours worked in addition to the shortened work week. For example, the work week has a holiday. This makes the work week 32 hours, not 40. (See example in Section A, #2 above) This time will be called Reg-Comp, since it is not eligible for “time-and-a-half” compensatory time calculation.
You and your supervisor should have an understanding of which option will be exercised (overtime or comp time). It is MISD’s normal practice to adjust the work schedule within that same week first, then give comp time or overtime, if applicable.

All employees are paid according to schedules published in the district’s Salary Schedules.



TIMECLOCK TIMEKEEPER MANAGERS

TimeClock Managers are to edit punches and input absences.

To edit punches and add pay codes for absences, the TimeClock Manager should have a “Supplemental Information Time Sheet Form” signed by the employee and approved by the Supervisor.

TimeClock time detail must be completed (in the TimeClock system) no later than Tuesday for the previous work week. In order to accomplish this, time sheets should be reviewed and edited (if needed) on a daily basis.




TIMECLOCK TIMEKEEPER SUPERVISORS

Supervisors are to review the approved time data information for each employee in the TimeClock system.



Supervisors are to edit punches and add pay codes for absences for the TimeClock Manager.


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