1. Very Important Procedures. Written by Mamie Hixon, Betty Burleson, and Rustian Phelps, PPt by Rustian Phelps, May 2011 V. I. P.V. I. P.V. I. P.V. I. P. Time Clock & Time Sheets

2. Time Clock The Writing Lab has a dedicated computer for time keeping. Please don’t use this computer for any other purpose.

3. Upon beginning your employment in the Writing Lab, you will be assigned a two-digit employee number. You will use this number to clock in and out each time you work.

4. If you forget your number, employee numbers are listed in a Word document entitled “Employee Numbers” on the time clock computer’s desktop.

5. Always arrive ten to fifteen minutes early on days you’re scheduled to work. Remember – if you’re early, you’re on time; if you’re on time, you’re late.

6. Go ahead and clock in when you arrive. Don’t stand around the time clock waiting for your shift to start.

7. To clock in, simply click on your two- digit number on the Time Clock Manager screen; then click on the Clock In button. You will see a message confirming that you have successfully clocked in. Now, click OK to reset the time clock for the next user.

8. To clock out, click on your two-digit number and the Clock Out button. You will receive a confirmation message. Click OK.

9. There is a Word document marked “Notes” on the time clock computer’s desktop. Please use this space to make note of anything unusual concerning your time: late arrivals, early departures, planned absences, times you forget to clock in or out. Be sure to include your name and the date and time of the incident in the notation.

10. Time Sheets Always enter the day’s hours into the time sheet at the end of each work day. Never wait to enter all your hours at the end of the pay period; you will forget the details and end up submitting a sloppy time sheet that does not match up with the time clock’s record of the hours you actually worked.

11. Submitting a time sheet that does not match the time clock record will result in your being in deep doo doo. Okay, maybe not, but you will receive a somewhat embarrassing reminder to pay closer attention to your time sheet.

12. To enter your hours into the time sheet, first go to the My Info tab in Argus. Then, click on “Access my Time Sheet.”

13. Now, choose the correct Writing Lab account, and click the Time Sheet button. If you have several options and don’t know which one to choose, ask the Lab’s payroll manager or call Karen Haworth in the English Department.

14. Click on Enter Hours under the date on which you worked.

15. Enter your hours into the time sheet in quarter-hour increments. For example, if you work four hours and fifteen minutes, enter 4.25 hours, not 4.15; if you work three and a half hours, enter 3.5 hours, not 3.30..75

16. .0 hours.75 hours.5 hours.25 hours Always round up to the nearest fifteen minutes. For instance, if you arrive at ten minutes after the hour, you should not claim time until the fifteen-minute mark.

17. Be sure to click the Save button after you enter your hours for the day.

18. The pay period is two weeks long, so click Next at the end of week one to advance to the second week.

19. The payroll manager will usually call for time sheets on Wednesday or Thursday before the time period ends. Therefore, employees must project the number of hours they will work for the remainder of week two. TWO-WEEK PAY PERIOD SUN MONTUEWEDTHUFRI SATSUN MONTUEWEDTHUFRI SAT Hours Worked Submit Time Sheet Projected Hours

20. Before submitting your time sheet for approval, double check to ensure that your information is correct. Employees sometimes mistakenly claim hours for holidays when the Lab is closed, especially if the holiday falls on a Thursday or Friday after time sheets have already been submitted or if (shame on them) they have waited till the end of the time period to enter their hours and have forgotten that they didn’t work on a particular day when they would ordinarily be scheduled to work.

21. The Sunday after you turn in your time sheet begins the new pay period. Payday occurs every other Friday with time-sheet days and paydays taking place in alternating weeks. SunMonTueWedThuFriSat Time Sheet SunMonTueWedThuFriSat New Pay Period Pay Day SunMonTueWedThuFriSat Time Sheet SunMonTueWedThuFriSat New Pay Period Pay Day

22. Once you have entered your hours for the entire pay period, click the Submit for Approval button to send your electronic time sheet to Karen in the English Department.

23. You must submit your time sheet twice: once electronically to Karen and once in a hard copy to the Lab’s payroll manager. Before submitting your time sheet to the payroll manager, click on the Preview button to show both weeks in the same window. The payroll manager will usually want you to place a hard copy of your time sheet in the wire basket in the Lab office. Please do not put hard copies in the payroll manager’s mailbox.

24. To print a time sheet, ensure that the screen is in preview mode and, if necessary, change the document’s orientation from Portrait to Landscape. Preview the document, and resize it to 80% if it doesn’t all show up on the page. Click the Print button. If the Friday of the second week still gets cut off in the printing process, just write your hours for that day in ink on the hard copy. Check to be sure your name is on the hard copy before you put the hard copy into the basket.

25. Sometimes, it may be necessary to e-mail a time sheet instead of putting a hard copy in the basket. E-mail your time sheet if you’re not working on the day time sheets are due or if you must make a correction after Lab hours. Additionally, the payroll manager may ask for all time sheets to be sent electronically if time sheet day falls on a holiday when the Lab is closed.

26. To e-mail a time sheet, click the Preview button to show both weeks on the same screen. Next, copy the entire screen and paste it into a Word document. Finally, send the Word document as an attachment in an e-mail. Be sure to label the e-mail “Time Sheet” in the subject line.

27. To make corrections on a time sheet that has already been electronically submitted, click the Return Time button and enter the corrections. You will be able to make corrections as long as the time sheet is “Waiting for Approval” from Karen. Once Karen approves the time sheet, you will have to ask her to return it for corrections. Keep in mind that any corrections not made before Karen sends the payroll to HR may have to be made as adjustments on the next pay period’s time sheet.

28. If you have any questions, feel free to ask the payroll manager or any senior Labbie.