Guidelines for Non-Exempt Staff Payroll Timekeeping
Revised October 2013
Timekeeping and time reporting for non-exempt staff at Indiana State University departments shall be accomplished by utilizing
the Kronos time and attendance system. Payable hours are determined by the periods of time between the employee’s clock in
and clock out each work period during the biweekly pay period. Employee approval is required for all benefits-eligible staff and
whenever reasonable for temporary staff. Supervisor or manager approval and timekeeper sign off are required for the
electronic interface to the payroll system. Approvals and sign off are electronic functions. Paper time sheets, signed by
employee and the supervisor, are required only for adjustments to prior pay periods.
Employee Responsibilities
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Employees will record their arrivals and departures from work accurately by accessing the Kronos system according to the
method instructed by their supervisor. These records are referred to as “punches”.
Employees who clock by phone may record time only for themselves and only from locations approved by their supervisor.
Employees who clock by phone will promptly notify their supervisor of any incorrect or missed punch.
Employees may obtain a printed version of their electronic time card by submitting a request to their supervisor.
Employees who enter their times directly on Kronos will accurately enter all hours worked and leave times in accordance
with University policies.
Employees will assure completion of their timecards, including their employee approval, in accordance with the timeframe
established by their supervisors.
Employees will review their pay detail provided on the MyISU Portal after each pay issue, and will promptly notify their
supervisor of any discrepancies.
Departmental and Supervisor Responsibilities
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Upon initial implementation, the department head will authorize a Kronos access category for the appropriate supervisors
and timekeepers by completing the Access Authorization for the Kronos Timekeeping System
http://www.indstate.edu/payroll/link3/index.htm. The same form will also be used for communicating changes to access
(e.g., removal of access when a timekeeper or supervisor transfers to another department).
Supervisors will provide detailed clocking instructions to their employees. Instructions shall include :
o Method by which the employee is to clock in/out (by telephone or by direct access to the Kronos system).
 Note: general instructions for clocking are available on the Payroll web site at
http://www.indstate.edu/payroll/link3/index.htm.
o Method by which an employee shall communicate a missed or incorrect clocking transaction.
Supervisors will make time entries to time cards only to correct a punch or to insert a missed punch; supervisors will
document the reason for the edit by associating an electronic comment with the punch.
Supervisors or timekeepers will review the time cards throughout each pay period, and will apply their approval and signoff within the time frame established by the Payroll Office as required to meet the scheduled pay issue dates.
Supervisors or timekeepers will comply with payroll reporting guidelines as detailed in ISU Non-Exempt Staff Payroll
Reporting.
Supervisors or timekeepers will report any discrepancies to the Payroll Office and assist with resolution when needed.
Payroll Responsibilities
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Payroll will provide initial training to department supervisors and timekeepers.
Payroll will process new hire information as well as job changes promptly so that employees can begin using the Kronos
system as quickly as possible after hire.
Payroll will respond promptly to requests for access and /or assistance.
Payroll will provide additional instructions when warranted for special situations or payrolls.
Payroll will process time records within the time frame necessary to meet the scheduled pay issue dates.
Payroll will issue email notifications of pay on the pay issue date of each Non-Exempt Staff Payroll.
Payroll will investigate any discrepancies and resolve in a prompt, efficient manner.
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