Overview
OnTime Timekeeping System is an enterprise web application to help department HR/Payroll track student employee work hours with approval work flow and process bi-weekly payroll.
Features
- Clock-in and clock-out of work shifts
- Supervisor approval work flow
- Adjust or create new time cards
- Payroll administration features
- Audit logging
- Reports
Table of Contents
Accessing OnTime
Student Employees
Supervisors
HR/Payroll Admins
Accessing OnTime
Login URL: TBD
Student Employees
Clock-in and Clock-out of work shifts
Clock in Steps
Step 1: At the beginning of your work shift, select a job from the working title dropdown
Step 2: Select a job location from the Location dropdown. If locations are not configured for your team, this dropdown will not show
Step 3: Select a job activity from the Activities dropdown. If activities are not configured for your team, this dropdown will not show
Step 4: Optionally enter a comment
Step 5: Click "Clock In"
Clock Out Steps
Step 1: At the end of your shift, click "Clock Out". You could optionally enter a comment which would overwrite a previous comment you entered during clock-in.
This will create a time card for your shift. If you shift spanned two dates, the system will create two time cards for each date. Time cards are set as "Pending approval" awaiting supervisor approval.
Access Time cards in a Bi-weekly Period
Time cards are displayed beneath the time clock section grouped by bi-weekly periods.
Step 1: Browse to the bi-weekly period you want to access
Step 2: Select the time card to view by clicking "View Time Card". This will display all details including activity logs.
Employees don't have access to edit time card details except for the comment.
Supervisors
Review/Approve Time cards
Step 1: Employee time cards are accessible under "Manage Employees" menu item tab on the top
Step 2: Select specific employee job you want to review
Step 3: Under the time clock section, browse to the correct bo-weekly period you want to access
Step 4: Review time cards pending approval
Step 5: Using the check box, you can select all or some and proceed by clicking "Approve Selected" or "Decline Selected"
Time card status is updated accordingly.
Force Clock-out
In rare situations, if an employee forgets to clock out or it has been since 10 hrs since the employee clocked in, you can clock out on behalf of the employee.
Step 1: Employee time clock is accessible under "Manage Employees" menu item tab on the top
Step 2: Select the employee job you want to force clock out
Step 3: Select "Force Clock Out", optionally you can adjust the clock out time and proceed to the summary screen
Step 4: Review and Submit
This should create a new time card and automatically approve.
Create New Time cards
In rare situations, if an employee forget to clock in and clock out, you can create a new time card for that employee job.
Step 1: New time cards can be created under "Manage Employees" menu item tab on the top
Step 2: Select "Create New Time Card" under the time clock section
Step 3: Enter the start and end date and time
Step 4: Select "Location" and "Activity" if this is configured for the team
Step 5: Proceed to summary screen and submit
This should create a new time card and automatically approve.
Note: Time cards cannot be created for bi-weekly periods that are locked.
Adjust Time cards
In rare situations, supervisor may need to adjust start and end times for a time card or update location or activity.
Step 1: Time cards can be adjusted under "Manage Employees" menu item tab on the top
Step 2: Select specific employee job you want to review and adjust
Step 3: Under the time clock section, browse to the correct bi-weekly period you want to access
Step 4: Select specific time card you want to review and adjust
Step 5: Makes edits as needed, proceed to summary screen and submit
This should update the time card and automatically approve.
Manage Team Locations and Activities
Supervisors have access to manage locations and activities for their teams
Step 1: Under Administration, select "Manage Supervisor Teams"
Step 2: Add/Remove location items or activity items
Step 3: Proceed to summary screen and submit
HR/Payroll Administrators
Create new supervisor teams
Each employee job needs to be managed by a supervisor team and a primary supervisor. Before adding new employee jobs, create supervisor teams
Step 1: Under Administration, select "Create Supervisor Team"
Step 2: Enter Org code for jobs this team will manage
Step 3: Enter team name, supervisors, locations and activities
Step 4: Proceed to summary screen and submit
Manage supervisor teams
Supervisors teams can be edited to manage membership, locations and activities
Step 1: Under Administration, select "Manage Supervisor Teams"
Step 2: Update org code, team name, supervisor membership, locations and activities if needed
Step 3: Proceed to the summary screen and submit
Add Employee Jobs
For an employee to be able to clock into their work shifts, there needs to be a corresponding job in OnTime.
Step 1: Under Administration, select "Add Employee Job"
Step 2: Select a job from the Jobs dropdown, this list shows active jobs this employee holds in Banner. You should only see jobs for orgs that you manage in HRFE.
Step 3: Enter Working Title, supervisor team and a primary supervisor
Step 4: Proceed to the summary screen and submit
Employee job gets added to OnTime, you can verify this under "Administration --> Manage Employee Jobs"
A welcome email is sent to the employee notifying of this action and providing a link to begin using the system for recording time for their work shifts.
Manage Employee Jobs
Employee job status in OnTime, supervisor team assignment and primary supervisor can be updated by the HR/Payroll Administrators.
Step 1: Under Administration, select "Manage Employee Jobs"
Step 2: Update job status, supervisor team assignment and primary supervisor as needed
Step 3: Proceed to the summary screen and submit
Reports
As a HR/Payroll Admin you can run the following reports under "Administration --> Reports". Once a report request is submitted, it is sent to processing queue. Once the report is ready you will be notified by email. Download the report from OnTime within the next 48hrs.
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Employee Jobs Report - Lists all employee jobs in OnTime
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Timecards - For a given UIN and bi-weekly period lists all timecards
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Timecards Summary Report - For a given bi-weekly period summarizes hours for all authorized employees
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Supervisors Teams Report - For authorized org codes export teams information to a spreadsheet