Will all colleges/departments use a time clock?

All nonexempt employees, including student employees, will have the ability to punch in and out at a time clock station. Other ways to report time worked are through the time management system application or web browser and mobile app. Please note – not all employees will be able to access the mobile app for the purpose of punching in and out.

What positions will be impacted by this?

All positions will use the time management system in some capacity.

• Non-Exempt (hourly) positions will punch in and out to collect their time worked and will make leave requests through the time management system. This classification includes KSU student employees.
• Exempt (salaried) positions will make leave requests through the time management system.
• Supervisors will be responsible for approving nonexempt employees timecards and leave requests and exempt employee leave requests weekly or as needed.

How will this work for remote employees?

Remote employees will use the time management system as shown in the “What positions will be impacted by this?” question.

I sometimes work a flexible schedule due to evening events, events on weekends, etc. How will this work for me?

You may still work a flexible schedule as you do now. You will still report time as you work and may flex throughout the week to account for working in the evening or weekend, as approved by your supervisor. You will always need to punch in/out on either a time clock, web browser or mobile device dependent on how your position is set up for punching time.

Will training materials be provided?

Yes, initial training will be provided for all employees and training materials will be available as we get closer to implementation.

How do individuals clock in when they are not in the office (working remotely or in the field)?

Employees may be able to punch in and out using different methods, such as on a web browser or mobile app. The methods available to each employee may vary based on their department or role.

Will this system be tracking minute to minute or 15-minute increments as in the past Time and Leave systems?

Punches will be rounded to the nearest 15-minute increment. For example, if an employee punches in at 8:07, the start time will be reflected as 8:00. If an employee punches out at 5:08, the ending time will be reflected as 5:15.

What should I do if I forget to punch in?

If you forget to punch in, please do so as soon as you remember. Additional guidance on how your supervisor and/or timekeeper will adjust the time will be forthcoming.

I’m a nonexempt employee, how will I be paid if I work over 40 hours in the workweek?

Benefit-eligible, nonexempt employees have the option to choose compensatory time (comp time) instead of overtime pay for any hours worked over 40 in a workweek (Sunday 12:01 AM - Sunday 12:00 AM). Below are definitions for overtime pay, compensatory time, and hours worked:

Overtime Pay: Pay at one and one-half times your regular rate of pay for any hours worked over 40 in a workweek.

Compensatory Time: Time off earned in place of overtime pay. For each hour of overtime worked, you earn one and one-half hours of compensatory time. An agreement to accept compensatory time must be on file.

Hours Worked: Only the hours you actually work count toward overtime. Holidays, vacation, sick days, or other leave do not count toward calculating overtime.

Benefit-eligible, nonexempt employees are defaulted to receive overtime pay but they can switch to compensatory time as they prefer. To update the election the benefit-eligible, nonexempt employee should:

1. Log into HRIS - Employee Self Service

1. Navigate to: Comp/OT/Weather Off

Please note – nonexempt employees not in a benefit-eligible position are paid overtime pay for hours worked over 40 in a workweek and are not able to elect compensatory time.

How is my position determined to be nonexempt or exempt?

Human Resources Compensation and Organizational Effectiveness (COE) follows Department of Labor (DOL), guidance to make determinations as to whether positions meet the criteria to be exempt from Fair Labor Standards Act (FLSA) worker protections provided by the FLSA. In addition to requirements for how a position is paid, a position’s duties must meet certain duties tests as set forth by the DOL. Learn more about FLSA on the HR COE website.

If a position needs to be reviewed for FLSA exemption eligibility an updated position description must be submitted for review. Supervisors should connect with their unit’s human resources liaison to assist with the position description submission.

Will I be able to view and edit upcoming and requested time off?

Yes. Employees will be able to submit, edit, and view time off requests.

Will training materials be provided?

Yes, initial training will be provided for all employees and supervisors. Training materials will be available as we get closer to implementation.

We have employees that will leave 10-15 minutes early to make deposits or go to the post office, how will that work?

There are a number of ways to address this:

• The employee may have a mobile clocking function that may allow them to clock out as they finish the work-related errand.
• The employee may be able to clock out when they leave the workplace and the supervisor is able to adjust the clock out time accordingly.
• The timekeeper is also able to adjust the clock out time accordingly.

Will the timekeeping system let you see the location (i.e. geotag) for where an employee clocked-in/clocked-out?

• Yes, the system will show the location of the punch for employees who have been designated to clock via a mobile device.

Will training materials be provided?

Yes, initial training will be provided for all employees, supervisors, and timekeepers. Training materials will be available as we get closer to implementation.

What will the HR Liaison/Timekeeper role be in the new system?

The core project team is still working on the roles and responsibilities of each user in the system. However, timekeepers will have an important role for their departments/units and will remain part of the time collection/payroll process.

What will the timelines be for time and leave and payroll processing?

This is to be determined. As soon as these are decided, new timelines will be available for all parties.

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