A Universal Time and Leave Process

The university has chosen ADP as our new time and leave system. ADP will replace our current time and leave processes, including E-Time, a system in HRIS. It will also consolidate and replace the seven different systems used by various business units prior to January 2024, creating more efficient and cost-effective time and leave processes. Implementation of ADP is expected to take place throughout the rest of the calendar year and into Spring 2025 engaging stakeholders in colleges, departments and major units as it configures and tests the system. Training will also be developed for all faculty/staff, supervisors and timekeepers.

The time and leave initiative aligns with K-State's goal to establish a culture of continuous improvement and excellence across our business operations. This includes standardizing and modernizing HR processes and resources and the systems that support that work.

Project Goals

Selection of a new time and leave process followed extensive work by an appointed time and leave review team that met with various university stakeholders to identify pain points and find a system that best suited our diverse workforce. For more details about our methodology and a project timeline, visit the time and leave strategic initiative website.

This project is aligned with Imperatives 8 and 9 in the Next-Gen K-State Strategic Plan. Goals of the project include:

Establish Consistent Experiences: Develop standardized training programs and facilitate smoother job transitions within K-State to enhance employee experience.
Optimize Payroll Processing: Streamline the payroll process to enhance efficiency
Enhance Time Reporting Process: Implement a user-friendly system for employees to report their work hours, ensuring both ease of use and accuracy.
Improve Supervisor Experience: Create a comprehensive dashboard for supervisors to easily monitor employee hours and time-off requests.
Eliminate Redundancies: Identify and reduce overlapping processes related to time tracking and payroll to improve efficiency.

Training and Resources

Training information and guides specific to employees, supervisors and HR liaisons are coming soon!

Frequently Asked Questions (FAQs)

For employees

Will all colleges/departments use a time clock?
All nonexempt 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.
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.

For supervisors

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.

For timekeepers

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.

Time and Leave System