Frequently Asked Questions

Timekeeping in today’s world has made it imperative that timekeepers are aware of the rules and regulations governing the various aspects of the timekeeping function.

It's not an easy job. We know it takes time, knowledge, computer savvy, and documented resources to do a good job. Resources you should have available are:

• Time and Attendance Manual “Editing & Approval Procedures”

• UISD GUIDELINES “Overtime Compensation Procedures for Classified Employees”

• Time and Attendance Edit Form

• UISD Leave Time Form “Absence from Duty Report”

• UISD Bereavement form “Verification of Bereavement Leave”

For quick reference we have compiled a number of frequently asked questions about the various aspects of timekeeping which hopefully will aid you in working through the intricacies of keeping time and attendance records for your office.

SECTIONS

1. Finger Scans

2. Timecards

3. Leave Time / OverTime / CompTime

4. FMLA and Terminations

Section A: FINGER SCANS

Q: Why do we need a finger print scanned?
A: You are the only authorized person to enter punches on your timecard at the clock. The finger scan verifies that an authorized user is entering a punch at the clock.

Q: Can my finger print be used by the police?
A: No. The automated fingerprint identification systems (AFIS) used by the Police store the entire fingerprint images while our system only stores binary numbers (zeros & ones) to indicate specific points on your finger.

Q: What happens if I cut my finger?
A: Usual cuts on the finger (except for major injuries) are tolerated by the system. If it's necessary to apply a bandage, use your secondary finger.

Section B: TIMECARDS

Q: What’s the procedure for timecard shortage of hours for PARAs?
A: The shortage can be deducted from comp-time balance in Kronos –or- an Absence from Duty Report marked [x]other “make up time” for ½ or full day submitted and the appropriate absence pay code entered in Kronos to complete the weekly hours required. Shortages without leave/comp available are handled at Human Resources: submit a report to H/R in order to deduct pay from the employee’s next pay check.

Q: What’s the procedure for timecard shortage of hours for a AUXs?
A: Auxiliary employees only get paid for hours worked. They are not required to “make up time”.

Q: If an employee is “short” hours this week, can they make-up hours the following week?
A: No. Make-up hours must be worked during the same week. An administrator may allow for “flex time” in order to make-up hours during the same week only. An employee can not work extra hours the following week because those hours are subject to overtime rules that can not be waived.

Q: May an employee clock-out but continue to work to “catch up” or for Jamaicas?
A: No. Employees need to be compensated for ALL HOURS WORKED. An administrator MAY request an employee work after hours but MUST have the employee be “on the clock”.

Q: How do I correct “Missing Punches”?
A: An employee is responsible for entering punches on their timecard. If an employee misses entering a punch at the clock, they need to fill out an “edit form” with the date and time of the missed punch and have it approved by their administrator before the correction is made in Kronos.

Q: How can I see the timecard for a sub-custodian or sub-cafeteria worker?
A: In Pay Period Close or Reconcile Timecard Genies, select “All Home AND TRANSFERRED EMPLOYEES” . These employees are required to use function key “Organization Xfer” with your campus number when clocking in at your campus in order for you to view their timecard.

Section C: LEAVE TIME / OVERTIME / COMPTIME

Q: Why don't Leave Balances in Kronos match the Leave Balances in Pentamation?
A: Leave balances are updated in Kronos periodically (bi-weekly & monthly) only. Leave balances should be current in Pentamation: your Attendance Clerk has access.Remember that timely entry of absences is critical to having an accurate Leave Balance in Pentamation. Yearly Leave allotments are posted in Pentamation each September 1st and are then posted in Kronos on the next scheduled update.

Q: If an AUX employee works unauthorized overtime, do we still pay those hours?
A: Yes. Employees must be paid for hours worked whether they are authorized or not. However, employees who work unauthorized overtime hours may be subject to disciplinary action.

Q: If a PARA works unauthorized overtime, can they still accrue comp-time?
A: Yes. Employees must be credited for hours worked whether they are authorized or not. However, employees who work unauthorized overtime hours may be subject to disciplinary action.

Q: If an employee works unauthorized time, can we modify their timecard?
A: No. Employees must be credited for ALL hours WORKED whether they are authorized or not. We are NOT authorized to modify an employee’s timecard to delete unauthorized time. However, employees who work unauthorized time may be subject to disciplinary action.

Q: What is the difference between Comp Time OT & Comp Time REG buckets?
A: Comp Time OT holds the overtime hours accrued at time-and-a-half (hours “physically worked” > 40). Comp Time REG holds the overtime hours accrued at “straight time” (PARA35 hours worked between 35-40) (PARA40 any hours worked > 40 but have a “non productive” pay code entered. Example: absence excused, jury duty, Holiday, Vacation, Bereavement).

Q: What is the difference between Comp (REG/OT) PAY & Comp (REG/OT) TAKEN?
A: Comp (REG/OT) TAKEN is the pay code used in the timecard to indicate the employee TOOK time off from work and used their Comp Time for their weekly hours total. Comp (REG/OT) PAY is when an employer chooses to PAY$ comp-time –vs- having the employee take time off.

Section D: FMLA / TERMINATIONS

Q: How do I get rid of “unexcused absences” for employees on FMLA?
A: HR usually enters a termination date and the employee is temporarily removed from Kronos. If the employee is still in Kronos and appearing as having an “unexcused absence” daily, simply remove the employee from the Schedule Group or delete the individual schedule pattern.

Q: How do we remove terminated employees from Kronos?
A: Once HR enters a termination date in Pentamation, the employee will also be dropped from Kronos.

Frequently Asked Questions on PDF