Human Resources/Payroll

Q:  How will the implementation of the synchronous TIME system affect how I enter my work hours into the electronic system?

A:  In the asynchronous TIME system, you recorded your hours manually.  You recorded the time you began your work day, the time you left for lunch and returned from lunch and the time you completed your work day.  By recording your time in the synchronous system you will record it in "real time" by clocking in and out versus manual entry.   With this new policy, all biweekly paid employees join hourly IUN employees and now use synchronous TIME.

Q:  How do I enter time used for sick, vacation or personal appointments?

A:  You can enter this time the same way you entered the time in asynchronous.  Click the "edit" key and enter the hours and paid time off benefit code.

Q:  I am a full time employee in Physical Plant and, like me, the other Service Maintenance employees in my department have clocked in and clocked out for years.  How will this change for me?

A: You will clock in and out by logging into TIME on a computer within your department or one set up in various locations on campus for your convenience.  Training will be provided to you on how to access TIME and clock in and out using a computer.  Other questions may be addressed in the training sessions.

Q:  I had a flat tire while driving to work and clocked in at 8:20 a.m.  This situation was beyond my control, can my supervisor change my arrival time to 8:00 a.m.?

A:  No, you will be required to take paid time such as sick and vacation to cover for the lost minutes.  If you have exhausted all of your paid time off benefits, you will not be paid for the 20 minutes between 8:00 am and 8:20 am.  You will clock in as soon as you arrive to work.

Q:  Every day I arrive at work at 7:45 a.m. and begin work, take 1 hour for lunch and clock out at 5:00 p.m.  Can I receive overtime pay for the additional 15 minutes each day?

A:  Overtime must be approved by your supervisor before you can work the overtime.  So, if your supervisor approved the overtime, then you can continue to work the approved hours.  If your supervisor did not approve the overtime, then you will receive payment for the hours worked but your supervisor will need to discuss future overtime with you.  A note must be entered on your time sheet to indicate the reason for the overtime each time overtime is worked.

Q:  I am taking classes and want to know how the implementation of synchronous TIME will affect my ability to continue to take classes.

A:  As long as your supervisor approved your class schedule, you should still be able to attend class.  Your class time should not change but the way you enter the class time will change.  Instead of entering the class times on your time sheet, you will simply clock out when leaving for class and clock in when you return to your work area.  You will not be compensated for the time spent in class unless you take accrued time off, PTO or make up the missed time.

Q:  Does my supervisor have to approve the time I recorded in the electronic system?

A:  Yes, it is the responsibility of your supervisor to approve the time you have recorded in TIME.

Q:  What if my supervisor doesn't approve my timesheet will I still get paid?

A:  Yes, you will still get a paycheck on schedule, however, since the approval is being done in payroll we are approving the payroll according to employment rules - not approving the accuracy of the time reported. Therefore it is of the utmost importance that your supervisor approves timesheets within the required timeframe to make sure hours being paid are accurate.

Q:  Occasionally I am asked to pick up items for meetings before my regular start time and do not arrive on campus until after I have completed this task.  How will I record that time in the TIME system?

A:  If you are conducting approved university business and you are unable to clock in, when you arrive on campus you should clock in and post a note on the TIME system.  The note should provide details of why you were unable to clock in and request that your supervisor adjust the entries for that specific day.  Your supervisor should adjust the time recorded accordingly.

Q:  Will the synchronous TIME system automatically post a one hour lunch period on my TIME record?

A:  No, you will clock in and clock out each day to record your lunch period. 

Q: I would like to take 30 minute lunch periods this week to make up for time that I will use for a personal appointment.  Will I be able to adjust my schedule?

A:  If your supervisor agrees with the adjusted schedule, then you will clock in and out as usual. 

Q:  As part of my job duties, I am required to conduct approved university business off campus.  For example, I conduct recruitment seminars in local high schools.  How will I record the time that I am working off campus?

A:  The next time you clock in, you will post a note on your time sheet which will include details of your activities and request that your supervisor adjust the entries for that specific day.  Or you can access your timesheet from any computer.  Clock in if you are able from another computer. 

Q:  In order to complete a project, I would like to work an additional 1 hour on Monday.  Will I receive overtime for the additional time worked?

A:  Overtime must be approved by your supervisor before you can work the overtime.  With your supervisor's approval, you can work the extra hour on Monday and then work one hour less sometime during the current work week.   There may be situations where the overtime is warranted and, if approved by the supervisor, you would receive overtime pay for hours worked in excess of 40 hours in a work week.

Q:  My computer was down and I could not clock in on time today.  What should I do?

A:  Once you are able to clock in, you should post a note to your supervisor explaining the circumstances and request that your supervisor adjust the entries for that specific day.

Q:  I arrived to work on time and a student needed my immediate attention.  I could not clock in on time.  What should I do?

A:  Assist the student and then clock in.  Post a note to your supervisory explaining the circumstances and request that your supervisor adjust the entries for that day.

Q:  My current work schedule is 7:30 a.m. to 4:30 p.m. with one hour for lunch.  Will I still be able to work this schedule?

A:  If your supervisor approved this flexible work schedule, then you should be able to continue working the same schedule.

Q: The time in the system is fast (slow). Am I going to be short (over) paid?

A: The time the system uses is the system time on the TIME server, which is synchronized with the Navy's atomic time-clock. No changes to hours worked will be made due to disagreements over the system's time.

Q: What if my supervisor fails to correct my timesheet?

A: Payroll will also be monitoring the note section of all timesheets and checking for completion of corrections.

Q:  Do I need to clock out/in for breaks.

A: The university allows 2 - 15min breaks which are paid.  So there is no need to clock out/in for breaks.  See policy for break rules.