Guidelines & Procedures
Topics Covered Today
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Employee Responsibilities
Supervisor Responsibilities
Overtime
TimeForce Reports
Employee Responsibilities
1. Complies with College-wide policies on code of ethics; reporting
suspected or known fraud, abuse and other improprieties; hours
of work policy; leave policy; overtime policy and all other
College-wide personnel, payroll and benefits policies and
procedures.
2. Clocks in using either a time clock, online web access, or manual
timecards.
a. Hours physically worked will be recorded on the date it actually occurred.
b. Manual timecards are only used by employees who don’t have access to a time
clock or STC network computer on a regular basis
3. Responsible for punching in/out at the time clock location
nearest to their workstation or their assigned computers.
Employee Responsibilities
4. Reviews timecard for missing hours causing total work week
hours to be less than 40 (non-exempt salaried employees
only)
a. Time Adjustment Request Form (BO-7700) must be submitted to
supervisor for all corrections made to the online timecard.
b. Employee Leave Form must be submitted to supervisor for
appropriate absence.
5. Verifies online timecard.
a.
In the event employee cannot verify online timecard a printout of
the timecard must be signed by the employee.
6. Ensures supervisor checks off the “Supervisor” verification
box.
Supervisor Responsibilities
1. Complies with College-wide policies on code of ethics;
reporting suspected or known fraud, abuse and other
improprieties; hours of work policy; leave policy; overtime
policy and all other College-wide personnel, payroll and
benefits policies and procedures.
2. All respective employees are set up under their
department.
3. Review TimeForce drop down list to ensure all employees
are actual and current employees.
a.
If there are employees that must be added and/or deleted
from their drop down list, supervisors must submit the
TimeForce Access Authorization Form (BO-7710).
Supervisor Responsibilities (Cont’d)
3. Audits and enters missing punches from BO-7700 form
submitted by employee, enters absences, and verifies the
employee’s online timecard.
a.
b.
Time worked must be reported to the nearest quarter hour
(1/4, 1/2, & 3/4). When entering a punch, “round punch”
must be checked.
Verifies that total hours worked by employee are not under
40 for each work week (non-exempt salaried employees
only).
4. Ensures all corrected punches have a BO-7700 form on
file signed by the employee and supervisor.
a.
The BO-7700 form must be filed by the department and
made available for audit purposes.
Supervisor Responsibilities (Cont’d)
5. Ensures that timecard verification is made by the due
date (2 business days after the end of the pay period).
6. If employee is not available to verify timecard, then the
supervisor may print the timecard and verify as
“supervisor” without the “employee’s” verification. A
written statement explaining the reason the employee
did not verify must be kept for audit purposes.
7. Makes sure NOE’s for new hires, changes, and
terminations are submitted timely to the Office of
Human Resources
Overtime Policy
MANUAL OF POLICY
Compensation for Overtime 4520
• Requests for overtime work for non-exempt employees may
only be authorized by the appropriate supervisor with
approval of the President. Exceptions may be granted in
emergency situations. All overtime worked must be properly
authorized including hours to be worked and an explanation
of the reason for the overtime. Employees working
unauthorized hours may be subject to disciplinary action.
Overtime/Straight Time Request
& Approval Process
• All non-exempt employees must have prior written
approval when working overtime and/or straight
time hours.
– Supervisors must submit the request for OT/ST hours using
the “Request for Overtime” form (BO-7721) in the month
prior to it being worked.
– Employees are not required to work all the hours stated on
Form BO-7721. The hours are only an estimate.
• BO-7721 must be completed regardless of the
number of overtime hours anticipated to be worked.
Annual Overtime Request Form
• Form BO-7723 Annual Overtime Request is to
be used by employees anticipating to work 5
hours or less overtime and/or straight time in
each month throughout the FY. Any overtime
over 5 hours in any month will require a
monthly submission of BO-7721.
– All procedures applied to Form BO-7721 Request
for Overtime apply to BO-7723 with the exception
in amount of hours.
Overtime/Straight Time Request
& Approval Process Update
• Form BO-7721 Request for Overtime and Form
BO-7723 Annual Request for Overtime will
now be accepted as a scanned document to:
overtimememos@southtexascollege.edu
– All required original signatures, completing the
form, and the due dates remain the same.
– The original document is to be maintained in a
centralized location of the individual departments
and must remain on file for 5 years.
Sample Form BO-7721
Form should be approved in the month
prior to the month the overtime hours are
being requested
Estimating an Employee’s Future
Overtime
• Historical Data
– Use TimeForce “Overtime Summary” report and
the “Weekly Hours Detail” report under the
Reports tab (on your online account)
• Projections
– Determine employee’s workload or staffing needs
that may impact an employee’s overtime hours
Estimating an Employee’s Future
Overtime (cont.’d)
• Constant Monitoring
– FM’s must monitor employees’ overtime on a monthly
basis
– Requested hours are based on each employee’s
upcoming workload
– Requested hours are not to be utilized by employees if
not necessary
Note: OT pay is not encumbered and is reduced in your
organization’s available balance each month. If not
closely monitored it may cause a negative available
balance.
TimeForce Duties
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Posting Absences
Timecard Adjustments
Timecard Verification
TimeForce Authorization
Posting an Absence in TimeForce
IMPORTANT: Never enter an absence without the approved leave form.
Form required is the STC Employee Leave Form.
TimeForce Instructions:
1. Click on Enter Absence (a window will pop up)
2. Make sure to select the correct date
3. Enter total hours
4. Use arrow to select the corresponding leave type (e.g. sick, vacation, etc.)
5. Notes - write the “Reason for Absence” provided by the employee
6. Press Enter
7. Always click on the “Recalculate Employee” button.
Example – Posting an Absence
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Time Card Adjustments
Time Adjustment Request Form, BO-7700:
1. It is used to enter missed punches or corrections
2. It must be prepared and submitted by the employee to his/her
supervisor for approval as soon as the employee notices the
discrepancy and before time the cards need to be verified.
3. Supervisor must sign BO-7700 if approval is granted and enter the
time adjustment or give to designee to enter the time adjustment.
4. The person entering the adjustment (supervisor/designee) must
sign the last portion of the form.
5. Information requested in this portion must also be provided by the
person entering the adjustment.
Posting a Punch in TimeForce
IMPORTANT: Never enter a missed punch or an adjustment without the
approved “Time Adjustment Request Form” (BO-7700).
TimeForce Instructions:
1.
Click on Enter Punch (a window will pop up)
2.
Enter punch (military time only)
3.
Make sure to enter the correct date.
4.
6.
Always check “Round Punch”.
• Punch Type must always be “NORMAL”
Notes - write the “Justification for Punch Adjustment” provided by the
employee.
Click on “Submit”
7.
Always click on the “Recalculate Employee” button.
5.
Example – Posting a Punch
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TimeForce Access Authorization Form
(BO-7710)
• Form serves two purposes:
1. Create or delete supervisors/designees TimeForce accounts.
2. Add/remove employees from supervisors/designees drop
down lists.
• Supervisors are responsible for submitting this form when:
1. An employee transfers to/from another department.
2. An employee’s assignment ends
3. An employee resigns
• Delays in submitting this form will create inaccuracies in the
employees’ department and/or supervisor information.
• TimeForce Authorization Form BO-7710
BO-7710 Instructions
• The first portion of the form is only used to create/delete supervisors
and/or designees TimeForce accounts. Do not use this portion to add or
remove employees from a supervisor/designee drop down list. See
example below.
REQUEST FOR SUPERVISOR AND/OR DESIGNEE ACCESS
Please use this section to create or to delete access for department supervisor and/or designee(s). Designees do not
have access to verify timecards. Designees can enter adjustments on employee timecards.
Action
Create
Delete
Access
Employee Name
Employee ID
Supervisor
Mary Smith
A0000000
X
X
Justification for profile request:
verify the employees timecards.
Designee
Mary will supervise the X department. She will enter adjustments and
BO-7710 Instructions
• The second portion of this form is only used to add or remove assigned
employees from a supervisor and/or designee drop down list. Always
indicate a justification checking the corresponding box (es). See example
below.
SUPERVISOR AND/OR DESIGNEE ASSIGNED EMPLOYEES
Please use this section to add or to remove employees assigned to the supervisor and/or designee drop down list.
(Note: Only Supervisors are allowed to verify employee timecards).
Action
Add
Add to/Remove from list
Remove
Employee Name
Employee ID
Supervisor
X
Anna Johnson
A0000000
X
Designee
Justification: (Please check one of the following):
Department Change
Supervisor/Designee Access Change
Supervisor Change
X
New Hire
X Employee Resignation from STC
Other
BO-7710 Instructions
• Please read the “Statement of Compliance” located on the form.
• Required signature approvals:
1. Financial manager signature is always required. No forms will be
accepted without this signature.
2. Designees are required to sign any time there is a change in their
account access and their supervisors must sign to approve the
change.
3. If a new supervisor account is requested, the new supervisor must
sign and his/her respective immediate supervisor must approve the
account creation by signing the form too (both signatures must be in
the supervisor signature line separated by a slash).
Note: Supervisors/designees must sign in the correct section. Supervisors
must not sign in the designee signature line and designees must not sign in
the supervisor signature line.
Timecard Verification
• At the end of the pay period by employee and supervisor
• Done after correcting errors such as:
1. Incorrect punches, missing, or double punches – (Form 7700)
2. Entering absences, vacation and sick hours – (STC Leave Form)
•
Important: The “recalculate employee” button must be clicked after doing
either of these corrections.
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TimeForce Reports
1.
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3.
4.
5.
Overtime Summary Report
Weekly Hours Detail Report
Punch Detail Report
Exceptions Report
Under Hours Report
Overtime Summary Report
Used to Determine Overtime Hours
1.
2.
3.
4.
In TimeForce go to the “Reports” tab.
Under “Time Report”, click on the “Overtime Summary” link.
Select employees accordingly to their pay period by moving them from the
“Unassigned/Unselected” box to “Assigned/Selected” box.
Select date range
Note: This report does NOT
include straight time hours
Overtime Summary Report
5.
6.
7.
8.
9.
On “Average Type” select “Week”.
For “Pay Period“, select “monthly” or “semi-monthly”.
On “Sort by” select “Department” then “Employee Name”.
Select the following : Employee ID, Employee Name, Dept., Overtime 1,
and Supervisor.
Click on “Display Report” to view results.
Note: This report does NOT
include straight time hours
Weekly Hours Detail Report
Used to Calculate Straight Time
1.
2.
3.
4.
5.
6.
7.
8.
9.
Go to “Reports” Tab
Under “Time Reports” click on the “Weekly Hours Detail” report link.
Select employees accordingly to their pay period by moving them
from the “Unassigned/Unselected” box to “Assigned/Selected” box.
Select the “Date Range”: Select the most appropriate date range
depending on the split weeks. *Split weeks will be analyzed
separately using the “Hours Summary Report”.
Select “Employee Type”: default.
Select Pay Period”: Monthly.
Select “Schedule Rule/Supervisor”: default.
Sort by: Department then Employee Name.
Select the information to be included in the report: Employee ID,
Employee Name, Include Absences, Include Holidays, Overtime1,
Page Break, Regular Hours, and Total Hours.
Weekly Hours Detail Report
Example
Weekly Hours Detail Report
• Click on Display Report. The report will look like the illustration below.
• This report is used to calculate straight time pay hours. We will be
analyzing the regular hours column in order to get the straight time
accrued by an employee. If an employee has more than 40 regular hours,
the excess of 40 is considered straight time.
Weekly Hours Detail Report
•
If an employee has over 40 regular hours in a week but the report shows “Leave
Without Pay (LWP)” in that same week, do not record the straight time hours up to
the amount of “Leave Without Pay”. If straight time hours exceed the number LWP,
then include the difference in the sum of straight time for the month. See example.
No
Straight
Time
Pay
Note:
• Split weeks must be analyzed before getting the straight time hours from the
Weekly Hour Detail. You may need to subtract straight time hours from a specific
week.
• Add the total straight time hours for all weeks the employee exceeded 40 hours for
each employee to the OT hours to calculate the total OT hours.
Punch Detail Report
To Determine Where Employee Clocks In and Out
1.
2.
3.
4.
5.
Go to the “REPORTS” tab.
Click on “Audit” reports
Select the “Punch Detail” link to access report.
Select the date range for your report.
Select options: Employee Card, Employee ID, Employee
Name, Clock ID, Created Time, Department, Supervisor, User
6. Check off “Launch in Separate Window”
7. Click on “Display Report”
Punch Detail Report Example
Punch Detail Report Results
Other TimeForce Reports
• Exceptions Report
– Helps supervisors verify if there are any missed
punches.
– Displays timecard errors that need to be fixed
before the Payroll department runs the payroll.
• Under Hours Report
– Displays all non-exempt salaried employees that
did not complete 40 hours in a work week.
Do’s and Don’ts for Clocking In/Out
DO
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Clock in/out using the time clock in your
department’s building or your assigned
STC computer when entering or leaving
work.
•
Properly clock in/out at appropriate time
to begin/finish work.
•
Use STC Time Adjustment Request Form
(BO-7700) when correcting a punch.
•
Use STC Employee Leave Form when
requesting sick, vacation, leave w/out
pay, funeral or personal leave.
Note: Any forms of abuse are considered
acts of fraud. Auditors review exceptions
and request justifications.
DON’T
• Share your TimeForce online web access username and
password.
• Clock in/out through the College’s wireless network
utilizing personal equipment.
• Abuse working hours.
 Clock in/out or authorize another individual to
clock you in/out for non-working hours.
 Clock in/out in a building you don’t work in to
adjust your arrival/departure time.
 Clock in, go park your car, and then go back to
work.
 Clock in/out of another building when going to
lunch or returning from lunch.
 Clock in and use working time for personal use.
 Overuse the STC Time Adjustment Request Form
(BO-7700) to adjust your working hours.
Frequent use of this form, which will be displayed
in your timecard, may cause audit issues.
Most Common Mistakes
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Supervisors do not correct errors such as
 Incorrect punches, missing, or double punches (TARF Time Adjustment Request Form 7700)
•
Supervisors do not enter absences
 Such as vacation and sick hours - (STC Leave Form)
•
Supervisors do not click recalculate after doing either of
these functions. The system may not calculate correctly
if recalculate is not processed.
Most Common Mistakes
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Supervisors and employees don’t verify timecards on
time.
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Employee must first verify timecard followed by the supervisor
after each carefully reviews the timecard. Remember to always
click on “recalculate timecard” after making any adjustments.
We rely on the information provided by the Supervisor and pay
our employees according to the hours submitted.
Most Common Mistakes
• Supervisors do not respond to our emails or phone calls in
reference to an issue we may have with their employee
timecard.
• Please respond to us as soon as possible. We have limited
time to hear from you, so we will be forced to contact your
supervisor for assistance on situation
• If Supervisors/Designees are going to be out of town, or just
out of the office, they fail to give authorization to someone
else in their absence to process corrections and verify
employee timecards.
Most Common Mistakes
• Deadlines for “locking” the system are getting closer to
the ending of the pay period and we need cooperation to
make all corrections necessary before the system is
“locked”.
• No corrections will be able to be made in the system after
that deadline.
THANK YOU!
Ana Cristina Gonzalez, Payroll Assistant (TimeForce Management)
Email: agonza53@southtexascollege.edu
Phone: (956) 872-4629
Vanessa Sifuentes, Accounting Group Manager
Email: vsifuentes@southtexascollege.edu
Phone: (956) 872-4674
Blanca Sanchez, Payroll Assistant (Monthly Payroll Processing)
Email: Bsanchez_2699@southtexascollege.edu Phone: (956) 872-4613
Rachel Jaramillo, Payroll Assistant (Semi-Monthly Payroll Processing)
Email: rjaramillo_8214@southtexascollege.edu Phone: (956) 872-4606
Guidelines & Procedures
Travel Working
Hours
Topics Covered Today
• Why is it important?
• What are considered Travel Working Hours?
• Criteria used to determine Travel Working
Hours.
• How to report and get paid correctly for Travel
Working Hours.
In accordance with STC policies and guidelines
and the U.S. DOL, Wage and Hour Division, Fair
Labor Standards Act (FLSA).
• Travel by Automobile as a Driver – Working Hours during regular
or non-regular workweek day.
• Travel by Automobile as a Passenger – Working Hours during
regular or non-regular workweek day when travel time overlaps
with regular working hours.
• Travel by Airline, Train, Boat or Bus as a Passenger – Working
Hours during regular or non-regular workweek day when travel
time overlaps with regular working hours.
Conferences, Lectures, Meetings and
Training Programs.
• Attendance at lectures, meetings, training programs and
similar activities need not be counted as working time if the
following four criteria are met:
– Attendance is outside the employee’s regular working hours;
– Attendance is in fact voluntary;
– The course, lecture, or meeting is not directly related to the
employee’s job; and
– The employee does not perform any productive work during such
attendance.
Note: The time is considered working time if these four criteria are not met.
Waiting Time….
• Work time if the facts show the employee was engaged to
wait. The time is usually short duration and the employee
cannot use the time for their own benefit.
• Not work time if the employee is completely relieved from
duty and allowed to leave the job, relieved until a definite
or specified time, or relieved long enough for employee to
use the time effectively for his/her own purpose.
Note: Business Form “Working Hours Worksheet” (BO-0610) for internal department
use only has been created to help determine working hours.
Key points:
• What is employee’s regular work schedule? Mon-Fri: 8-5
• What is mode of transportation?
•
•
If automobile, are they driving or passenger?
If airplane or other, does flight overlap with regular
working hours?
• Do they get paid for attending session outside of
scheduled program for conference?
Resources:
• Payroll website, trainings and presentations.
• Payroll Department Staff.
• Business Office form BO-0610 to assist in determining
hours paid.
Scenario 1:
Non-exempt employee, regular working hours are Monday –
Friday, 8:00 – 5:00 pm travels by car as the driver to Austin.
On Sunday, they leave at 3 pm and arrive in Austin at 8 pm.
How many hours should they get paid that day?
Scenario 2:
Non-exempt employee, regular working hours are Monday –
Friday, 8:00 – 5:00 pm travels by car as passenger to Austin.
On Sunday, they leave at 3 pm and arrive in Austin at 8 pm.
How many hours should they get paid that day?
Scenario 3:
Non-exempt employee, regular working hours are Monday –
Friday, 8:00 – 5:00 pm is out of town at a conference. The official
program for the training is scheduled to have the last session end
at 4 pm. However, from 7-8 pm they are having cocktail hour for
whoever wants to attend. They employee decides they want to
attend. Should they get paid that additional hour from 7-8?
When you travel, it’s best practice to write down and
document all your working hours while traveling and
attending the conferences.
Upon your return, complete the TARF (Time Adjustment
Request Form BO-7700) and submit to your supervisor.
If you and your supervisor have any questions regarding what
is considering working hours while traveling, please contact
our office for assistance.
THANK YOU!
Ana Cristina Gonzalez, Payroll Assistant (TimeForce Management)
Email: agonza53@southtexascollege.edu
Phone: (956) 872-4629
Vanessa Sifuentes, Accounting Group Manager
Email: vsifuentes@southtexascollege.edu
Phone: (956) 872-4674
Blanca Sanchez, Payroll Assistant (Monthly Payroll Processing)
Email: Bsanchez_2699@southtexascollege.edu Phone: (956) 872-4613
Rachel Jaramillo, Payroll Assistant (Semi-Monthly Payroll Processing)
Email: rjaramillo_8214@southtexascollege.edu Phone: (956) 872-4606
Travel Working
Hours