Time Clocks

1
Time Clocks

• From paper to paperless Using Employee
  Self-Serve to document PRESENCE at work!

2
AESOP Absence from worksite
TIMECLOCK (electronic sign-in) Presence at work
3
Whats Old Whats New
old
new

• Sign-in Roster that required each employees
  signature
• No documentation of report to work time
• No documentation of total hours worked for
  support staff covered under Fair Labor Standards
  Act (FLSA)

• Use of a PC (computer) using the Intranets
  Employee Self Serve
• Paperless records
• No more Sign-in roster to document presence at
  work
• Documentation of actual work time
• Compliance with the Fair Labor Standards Act
  (FLSA)
• Report presence at work at any SCPS location
• Readily available attendance reports for
  principals/supervisors

4
Why Document Time at Work

• The division must have documentation from all
  employees to show that they are present at the
  worksite no policy that covers working from
  home (contract determines number of days required
  to work if absent, appropriate leave is
  applied.)
• Fair Labor Standards Act requires that nonexempt
  employees (support staff) be paid overtime for
  time worked beyond established work time.
  Employers are required to maintain records of
  hours worked.
• School Board Policy GAA - Requires that
  non-exempt employees be compensated (comp time or
  paid time) when they work beyond established work
  hours

5
How will TIMECLOCK benefit the school division?

• Record to document all employees presence at
  work
• Documentation of time worked to insure compliance
  with school board policy and the Fair Labor
  Standards Act
• Paperless records
• Time saver for school/department attendance
  secretaries
• Electronic attendance reports for supervisors

6
Who Uses TIMECLOCK!

• All employees with the exception of bus
  drivers/aides
• Employees who qualify for overtime must sign in
  AND out
• Employees who do not qualify for overtime are
  required to ONLY sign in

7
Can another employee sign in for me?

• No
• Your identification and password act as your
  signature
• According to School Board Policy IIBEA, staff
  may not access technology resources under false
  or fictitious identities
• Staff (attendance secretaries and appropriate
  supervisors) who are responsible for employee
  attendance will have access to modify for
  legitimate reasons the records for payroll
  purposes only not to sign in for employees

8
Depending upon the speed of your computer, it is
a 45-second process!
9
How Does it Work?

• Go to the Spotsylvania County Webpage and click
  on
• Click on Employee Self-Serve
• After logging on with your employee
  identification number and password, choose,
  TIMECLOCK from the menu
• On the TIMECLOCK page, Click Save

10
Implementation Timeline

• Pre-Implementation use July 28 August 31 (use
  sign-in and computer) parallel procedures
• Feedback to bseals_at_scs.k12.va.us during
  pre-implementation use
• Division-wide
• Pre-implementation August 25 September 1
  (use sign-in sheet and computer)
• IMPLEMENTATION September 2 (no longer use
  sign-in sheet)

11
SUMMARY

• ALL staff will sign in
• Support staff who by their annual salary
  memorandum identifies them as non-exempt are
  required to sign in and out
• Non-exempt employees must be paid overtime or
  receive comp time they must get
  pre-approval from their supervisor for overtime
• Staff who report to different locations will sign
  in at the first location Principals may require
  itinerate teachers to sign in and out at each
  location worked
• The principal or supervisor may require all of
  their staff to sign in and out
• Principals will develop procedures to address
  issues regarding staff who consistently fail to
  sign in/out as required
• Full implementation begins September 2, 2008

12
Technology enables AESOP to count absences and
TIMECLOCK to count presence at work! TIMECLOCK
creates a paperless record to verify attendance
and time worked.