Electronic Time System
In 2011, the Board of Regents commissioned several University-wide groups to look at ways to streamline processes and save the University money. The Human Resources group considered electronic timekeeping as one such initiative that should be undertaken.
UNK believes each employee should be paid on time with no errors. Both supervisors and employees share responsibility for compliance with University policies established to meet the requirements of federal and state wage and hour laws. Non-exempt employees are protected by a complex set of regulations concerning hours worked, rest periods, meal periods and overtime compensation.
The new Time Management System will eliminate the time consuming paper shuffle of filling paper timesheets, hand calculating totals, collecting signatures, copying, filing and storing paper records (not to mention time spent correcting errors and trying to decipher illegible handwriting).
Advantages to the Electronic Time System
- Print timesheets and distribute
- Collect timesheets at the end of the pay period
- Review timesheets and track down missing information and signatures
- Calculate regular time and overtime
- Input hours
- Store timesheets for 7 years
- Swipe card or log in (some timeclocks)
- Approve time (via web )
- Only follow-up on errors
Accuracy - Electronic timecards are far more accurate than the old paper timecards, as the electronic versions do not need to be re-keyed into SAP. Pay will be more accurate, and time will be saved in going over potential errors with employees.
Efficiency - See the chart above for details. Also helps supervisors who have a large number of employees to supervise efficiently manage timekeeping.
Timeliness - Adjustments to pay through overtime or time taken off can be made on a weekly basis. In addition, overtime can be monitored on a daily basis and restricted if necessary.
Environmental - Using electronic time cards also results in less waste of paper and ink. In a large company with thousands of employees, this can add up to great savings.
Reporting - Electronic time integrated with SAP allows for better reporting for supervisors and in some instances the ability to show how much time is spent on various tasks.
Accountability - Electronic time provides the Auditors a reliable method of tracking employee work hours, ensure payroll rules are followed and ensuring the University is paying employees appropriately.
Supported by UNK's Staff Senate.
Frequently Asked Questions
- If I forget to clock in or out or I am working off campus, will I still be compensated?
- Yes. Your supervisor or department clerk can manually enter missed punches or your time worked off campus.
- Will all departments will punch in/out in the same manner?
- No. Human Resources will work with each department to determine the best solution (timeclock or computer or a combination of both) for that department.
- All leave should still be requested through Employee Self Services (ESS).
- Approval processes will remain the same.
- What do I do if there is a internet outage or I am unable to access a computer?
- Notify your supervisor or time clerk to add your punches.
- Do I punch out for breaks and lunch time?
- You only need to clock in or out for the parts of your day that the University does and does not pay you for, so at the beginning of your shift, at lunch and at the end of the your shift.