Guidelines & Procedures
Topics Covered Today

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.
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
a.
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 (nonexempt salaried employees only)
a.
b.
5.
Verifies online timecard.
a.
6.
Time Adjustment Request Form (BO-7700) must be
submitted to supervisor for all corrections made to
the online timecard.
Employee Leave Form must be submitted to
supervisor for appropriate absence.
In the event employee cannot verify online
timecard a printout of the timecard must be signed
by the employee.
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)
Audits and enters missing punches from BO-7700
form submitted by employee, enters absences, and
verifies the employee’s online timecard.
3.
a.
b.
4.
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).
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

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
1
2
3
4
5
7
6
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.
Always check “Round Punch”.
•
Punch Type must always be “NORMAL”
5.
Notes - write the “Justification for Punch Adjustment” provided by the employee.
6.
Click on “Submit”
7.
Always click on the “Recalculate Employee” button.
Example – Posting a Punch
1
2
3
4
5
7
6
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.
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.
3
1
2
TimeForce Reports
1.
Overtime Summary Report
2.
Weekly Hours Detail Report
3.
Punch Detail Report
4.
Exceptions Report
5.
Under Hours Report
Overtime Summary Report
Used to Determine Overtime Hours
1.
In TimeForce go to the “Reports” tab.
2.
Under “Time Report”, click on the “Overtime Summary” link.
3.
Select employees accordingly to their pay period by moving them
from the “Unassigned/Unselected” box to “Assigned/Selected”
box.
4.
Select date range
Note: This report does
NOT include straight
time hours
Overtime Summary Report
5.
On “Average Type” select “Week”.
6.
For “Pay Period“, select “monthly” or “semi-monthly”.
7.
On “Sort by” select “Department” then “Employee Name”.
8.
Select the following : Employee ID, Employee Name, Dept.,
Overtime 1, and Supervisor.
9.
Click on “Display Report” to view results.
Note: This report does
NOT include straight
Weekly Hours Detail Report
Used to Calculate Straight Time
1.
Go to “Reports” Tab
2.
Under “Time Reports” click on the “Weekly Hours Detail” report link.
3.
Select employees accordingly to their pay period by moving them from the
“Unassigned/Unselected” box to “Assigned/Selected” box.
4.
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”.
5.
Select “Employee Type”: default.
6.
Select Pay Period”: Monthly.
7.
Select “Schedule Rule/Supervisor”: default.
8.
Sort by: Department then Employee Name.
9.
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.
6.
7.
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
Check off “Launch in Separate Window”
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.
Employee’s Must
Employees must
 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 is considered acts of fraud. Auditors
review exceptions and request justifications.
Employees Must Not
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, then parking your car, and going 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


Supervisors forget correct errors such as
Supervisors forget enter absences

Supervisors forget click recalculate after doing either of these functions. The system
may not calculate correctly if recalculate is not processed.

Supervisors do not respond to our emails or phone calls in reference to an issue we
may have with their employee timecard.
Most Common Mistakes
•
Supervisors and employees don’t verify timecards
on time.


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.
Helpful Tips

Supervisors PLEASE respond to our emails or phone calls.
We may have issues with employee’s timecard.
•

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 PLEASE give someone authorization to
process corrections and verify employee timecards.
Helpful Tips
•
Deadlines for “locking” the pay period are getting
closer and we need cooperation to make all
corrections necessary.
•
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, 8:00am – 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, 8:00am – 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, 8:00am – 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?
Scenario 4

Non-exempt employee, regular working hours are
Monday – Friday, 8:00am – 5:00 pm, has a conference in
Chicago. Their flight leaves on Friday at 4pm and arrive
at 9pm. How many hours should he get paid for?
Scenario 5

Non-exempt employee, regular working hours are
Monday – Friday, 8:00am – 5:00 pm, has a conference in
Chicago. Their flight leaves on Friday at 6pm and arrive
at 11pm. How many hours should he get paid for?
Scenario 6:

Non-exempt employee, regular working hours are
Monday – Friday, 8:00am – 5:00 pm, is going California
to a conference. Plane ticket states Departure time is
Monday at 8am and arrival is 1pm. Due to time
difference in California its is 11am at the time of their
arrival. What time should be inputted on TimeForce?
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.
Just Follow these simple steps and you will be one happy
camper!
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