Transcript Time and Attendance - Home | The Evergreen State College

Time System
What is this all about?
The purpose of this project is to automate
how Evergreen collects, records and
manages employees’ dates and times
worked. It involves creating a system for
employees to report during each work week
(work period for law enforcement) their dates
and times worked and calculate overtime.
The Time System project kicked off in
January 2009. This is the sister application
to the Leave System that successfully
launched in December 2008.
The software application is currently being
created and tested. After 40 available
training sessions, the system will be
implemented on July 1, 2009.
Time System
Why are we doing this?
Overtime eligible regular employees
must record the hours worked during
each work week period in order to
comply with the:
• Federal Fair Labor Standards Act
• Washington State Regulations
• Collective Bargaining Agreement
Time System
What are the benefits and goals?
Easy to use
Provide employees with a simple interface to report dates and times worked
Accurate
Enhance communication between supervisors and employees
Eliminate errors due to manual inputting and tracking of paper documents
Improve accountability and reduce financial risk by being 100% auditable
Security
Improve the security of payroll documents
Reviewable
Provide an automated certification process
Timeliness
Allow employees to timely report and get paid for overtime
Sustainability
Reduce the amount of paper used to process pay
Time System
Who will be impacted?
This new online system will be
used by:
•
All Overtime Eligible
Regular Employees
•
Supervisors
•
Budget Authorities
•
Payroll
•
Human Resource Services
•
Internal Auditor
Time System
What are the employee / supervisor responsibilities?
 Supervisors and employees must follow:
• FLSA
• Washington State Regulations
• Union Contract
• Timekeeping Policy and Procedures
• Information Technology Appropriate Use Policy
 Employees are responsible for entering their start times and
hours worked each work week (work period for law enforcement).
 Supervisors are responsible for certifying the start times and
hours worked including regular and overtime hours each work
week (work period for law enforcement).
Work Schedule / Shift Change Form
Like the Leave
System, the Time
System uses each
employee’s
specific schedule.
Human Resource
Services must be
notified of all work
schedule / shift
changes via this
form.
Employee View
•
Defines employee’s work week / work period
•
On a work week / work period basis, employee enters
Start Time and Duration for each day of the work week /
work period
•
Incorporates Holidays, Leave and LWOP from the Leave
System
Employee View
•
Compensation request per shift
1.
2.
Employee View
1. Compensation added to a shift
2. Employee can add additional shifts
Supervisor View
•
View supervised employees
Supervisor View
•
View employee Start Times and Durations
•
Edit information
Supervisor View
•
Example of an edit made by the supervisor
Errors
•
Shown: second shift overlaps first shift
Time System
Workflow / Roles
Employee:
Enters, verifies and certifies Start Time and Duration for each shift in
the work week
Supervisor:
Reviews, edits (as needed), then verifies and certifies
Payroll:
Receives certified reports to process payroll for each employee
Budget Authority:
May access information via available report
Human Resource Services:
May access information via available report