Will all colleges/departments use a time clock?

All nonexempt employees, including student employees, will have the ability to punch in and out at a time clock station. Other ways to report time worked are through the time management system application or web browser and mobile app. Please note – not all employees will be able to access the mobile app for the purpose of punching in and out. The decision of the time collection methods are made at the college or department/unit level. Please check with your supervisor or HR Liaison/Timekeeper to determine the method(s) available to you.

What positions will be impacted by this?

All positions will use the time management system in some capacity.

• Non-Exempt (hourly) positions will punch in and out to collect their time worked and will make leave requests through the time management system. This classification includes KSU student employees.
• Exempt (salaried) positions will make leave requests through the time management system.
• Supervisors will be responsible for approving nonexempt employees timecards and leave requests and exempt employee leave requests weekly or as needed.

How will this work for remote employees?

Remote employees will use the time management system as shown in the “What positions will be impacted by this?” question.

I sometimes work a flexible schedule due to evening events, events on weekends, etc. How will this work for me?

You may still work a flexible schedule as you do now. You will still report time as you work and may flex throughout the week to account for working in the evening or weekend, as approved by your supervisor. You will always need to punch in/out on either a time clock, web browser or mobile device dependent on how your position is set up for punching time.

Will training materials be provided?

Yes, please see the training section below (coming soon!) for resources and available trainings.

How do individuals clock in when they are not in the office (working remotely or in the field)?

Employees may be able to punch in and out using different methods, such as on a web browser or mobile app. The methods available to each employee may vary based on their department or role.

Will this system be tracking minute to minute or 15-minute increments as in the past Time and Leave systems?

Punches will be rounded to the nearest 15-minute increment. For example, if an employee punches in at 8:07, the start time will be reflected as 8:00. If an employee punches out at 5:08, the ending time will be reflected as 5:15.

What if the clock is not working?

Please let your HR Liaison know or get in touch with the Time and Leave team at time-leave@ksu.edu or 785-532-6277. You will need to be able to provide the location where you are using the clock.

What should I do if I forget to punch in?

If you forget to punch in, please do so as soon as you remember. Additional guidance on how your supervisor and/or timekeeper will adjust the time will be forthcoming.

What if I forgot my badge?

If you are able to clock using a method that does not require your badge, please do so. These methods would be online through the Time and Leave website or through the phone app.

If you are unable to clock using one of these other methods, please alert your supervisor to record your time for you. You need to give them your start time and end time for each work segment where you didn’t have your badge. Example: 7:42 AM (in), 12:01 PM (out), 1:00 PM (in), 5:10 PM (out).

Please note this is additional work for your supervisor and you will need to be diligent in remembering your badge.

What should I do if I forget to punch in?

If you notice right away that you forgot to punch in, please punch in (or out) as soon as possible and let your supervisor know. Additionally, on the mobile or browser app, you could make a note on the punch in the timecard for the correct time for additional recordkeeping.

If you don’t catch the error right away, you’ll need to have your supervisor add it for you.

What if I have multiple jobs on campus?

If you work in more than one position, it’s really important to double-check that you’re punching in and out for the right job. The system will prompt you to choose a position — just take a second to make sure you select the right one before moving on.

If you notice right away that you’ve punched into the wrong position, you can correct it easily — just punch out, then punch back in under the correct position. It takes only a moment and prevents the need for supervisor involvement. Please note – you may have to wait a minute in between punches for the next punch to be available.

If you don’t catch the mistake right away, that’s okay — but you’ll need to reach out to a supervisor to fix it. Either supervisor connected to your positions can make the correction. Still, it’s easier and faster to catch it in the moment, so it’s worth staying on top of your punches.

I’m a nonexempt employee, how will I be paid if I work over 40 hours in the workweek?

Benefit-eligible, nonexempt employees have the option to choose compensatory time (comp time) instead of overtime pay for any hours worked over 40 in a workweek (Sunday 12:01 AM - Sunday 12:00 AM). Below are definitions for overtime pay, compensatory time, and hours worked:

Overtime Pay: Pay at one and one-half times your regular rate of pay for any hours worked over 40 in a workweek.

Compensatory Time: Time off earned in place of overtime pay. For each hour of overtime worked, you earn one and one-half hours of compensatory time. An agreement to accept compensatory time must be on file.

Hours Worked: Only the hours you actually work count toward overtime. Holidays, vacation, sick days, or other leave do not count toward calculating overtime.

Benefit-eligible, nonexempt employees are defaulted to receive overtime pay but they can switch to compensatory time as they prefer. To update the election the benefit-eligible, nonexempt employee should:

1. Log into HRIS - Employee Self Service

1. Navigate to: Comp/OT/Weather Off

Please note – nonexempt employees not in a benefit-eligible position are paid overtime pay for hours worked over 40 in a workweek and are not able to elect compensatory time.

What if I see a discrepancy on my timecard?

If it is something you can cancel, such as a leave request, please do so. If it is not something you can adjust, please communicate with your supervisor to address the discrepancy.

 

How is my position determined to be nonexempt or exempt?

Human Resources Compensation and Organizational Effectiveness (COE) follows Department of Labor (DOL), guidance to make determinations as to whether positions meet the criteria to be exempt from Fair Labor Standards Act (FLSA) worker protections provided by the FLSA. In addition to requirements for how a position is paid, a position’s duties must meet certain duties tests as set forth by the DOL. Learn more about FLSA on the HR COE website.

If a position needs to be reviewed for FLSA exemption eligibility, an updated position description must be submitted for review. Supervisors should connect with their unit’s human resources liaison to assist with the position description submission.

Will I be able to view and edit upcoming and requested time off?

Yes. Employees will be able to submit, cancel and view time off requests. Please see the “Requesting Time Off” microlearning video in the training materials (coming soon!) on this website.

Will training materials be provided?

Yes, training materials are provided in the training section of this website (coming soon!).

We have employees that will leave 10-15 minutes early to make deposits or go to the post office, how will that work?

There are a number of ways to address this:

• The employee may have a mobile clocking function that may allow them to clock out as they finish the work-related errand.
• The employee may be able to clock out when they leave the workplace and the supervisor is able to adjust the clock out time accordingly.
• The timekeeper is also able to adjust the clock out time accordingly.

Will the timekeeping system let you see the location (i.e. geotag) for where an employee clocked-in/clocked-out?

• Yes, the system will show the location of the punch for employees who have been designated to clock via a mobile device.
  

What if my employee forgets their badge?

Please see the employee guidance on this above. If you need to clock their time for them, please see the guidance in the training section related to corrections and additions to an employee timecard.

What if the clock is not working?

Please let your HR Liaison know or get in touch with the Time and Leave team at time-leave@ksu.edu or 785-532-6277. You will need to be able to provide the location where you are using the clock.

What if my employee has multiple jobs on campus?

Many employees, especially students, have multiple positions on campus. The employee is expected to choose their position when they clock in. When you review their timecard, you will see all of their time, not just their time that is worked for you.

What if they clock in the wrong position?

If your employee clocks into the wrong position you can update their time entry to reflect the correct position they worked. Supervisors for any position the employee holds will also have the ability to make this adjustment.

What if I see a discrepancy on my employee’s timecard?

If you see a discrepancy on your employee’s timecard, you may be able to adjust it yourself. Please see the guidance in the training section related to corrections and additions to an employee timecard.

Will training materials be provided?

Yes, initial training is provided for all employees, supervisors and timekeepers. Please see the training sign up and the training section on this website.

What will the HR Liaison/Timekeeper role be in the new system?

Timekeepers will review department-level timecard data, look for anomalies and reach out to supervisors and employees when they see something that maybe the supervisor didn’t catch. They are available to assist supervisors with any timecard issues that they cannot resolve themselves. Timekeepers will also approve timecards for exempt staff, when all time off requests have been approved. They provide guidance related to time and leave policy and process and work directly with Human Resources when issues arise.

What will the timelines be for time and leave and payroll processing?

This is to be determined. As soon as these are decided, new timelines will be available for all parties.

Recording Time: Punching Basics - Nonexempt (Hourly) Employees

 

Approving Timecards: Nonexempt (Hourly) Employees

 

Viewing Accrued Leave Balances

 

Requesting Time Off – Nonexempt (Hourly) Employees

Requesting Time Off - Exempt (Salaried) Employees

Approving Employees' Timecards: Supervisor

 

Managing Time Off Requests: Supervisor