Thursday, August 20, 2015 Rosiel Marasco

Why are we here today? Ensure compliance with policies Know what Kuali TIME is Get started in the right way

1. Assignment – faculty member 2. Contact your supervisor 3. Communicate with your supervisor weekly Memo

4. Requirement - University’s timekeeping system: Kuali TIME, to accurately record the hours you work by clocking in and out or 10 hours per week maximum 6. Break – after 6.5 hours continuous work 7. If unable to use TIME correctly Delayed payment Disciplinary action up to and including termination Memo

8. Minimum GPA required – 3.0 or higher (employment AND scholarship) <3.0 GPA - immediate suspension of your support. 9. Academic Code of Conduct Violation of the code of conduct will result in termination of your support. 10. Employment policies of Indiana University Memo

Your expectations of us: Supervisor -regularly communicate with you regarding work expectations and performance matters. -utilize regular performance feedback, as well as performance improvement plans, if needed, to communicate with you. If improvement is not made and work performance is not satisfactory, you may be assigned to another supervisor or your employment may be terminated. Memo

Kuali TIME What is Kuali TIME? How to access Kuali TIME Reasons for clocking in and out Why you have to use the Kuali TIME system instead of a paper timesheet What happens if you do not use TIME correctly?

What is Kuali TIME? (Time Information Management System) Automated system Used to collect time and attendance data Used system-wide to record time worked. Records time worked in two-week periods 20,000+ users at IU Payroll Records time synchronously—real time clocked in and out.

Why do you have to clock in and out? Federal Fair Labor Standards Act (1938) IU is subject to this law Hourly employees of IU are covered Recordkeeping is required You accepted employment at IU  you agree to abide by IU’s employment policies  keep track of your time worked

How to access Kuali TIME 1. Log into OneStart at 2. Go to Services Tab at the top of the webpage. (Red box) 3. Click on Administrative Systems on the left side of the page. (Green box) 4. Click on the TIME link in the left menu, and then click on the Enter Kuali Time link. (Blue boxes)

Time Detail Tab

Add Timesheet Notes

Why do you have to use the Kuali TIME system instead of a paper timesheet? IU Policy FIN-PAY-IV-270 Recording of Timekeeping in TIME IU Policy FIN-PAY-IV-270 Recording of Timekeeping in TIME

Why do you have to use the Kuali TIME system instead of a paper timesheet? Accountability and efficiency Automated Accuracy Maintain compliance with the federal Fair Labor Standards Act (FLSA) requirement for employees to report time worked

IU Policy FIN-PAY-IV-270 Recording of Timekeeping in TIME Applies to all hourly staff Required to record their work hours How? By clocking in and out of the system daily (synchronously). Work hours may not be entered in advance of the time worked. Hours recorded must be approved by a person with knowledge of the employee’s hours worked (the supervisor—NOT Robyn or Michelle). This individual is called the TIME approver.

What happens if you do not use TIME correctly? IU Policy FIN-PAY-IV-270 Recording of Timekeeping in TIME “Failure to comply with any provisions of this policy and/or falsification of TIME documents could result in disciplinary action up to and including termination. ”

Most common errors (and their corrections) 1. Not clocking in and out o Use the missed punch feature (allowed 1x per day) o Enter a note into the TIME system AND send an to Robyn (BHI) or Michelle (HCC) asking them to make corrections. Include date and specific times. 2. Forgetting to clock out (run-on time) Use the missed punch feature Set a timer to clock out 3. No break taken after 6.5 hours of work Set a reminder to take a 30 minute break and clock out 4. Clocking in as soon as you enter the building, before actually beginning work Clock in when you start working, clock out when finished working 5. Logging hours during class DON’T DO IT 6. Clocking in and working on homework DON’T DO IT

Points to remember and helpful hints Workload must support the hours worked Not enough work? TALK TO YOUR SUPERVISOR Do not clock in for 5 or 10 hours just to be paid without work. Falsification of timesheet Use the missed punch feature Enter a note into the TIME system AND send an to Robyn (BHI) or Michelle (HCC) asking them to make corrections. Include date and specific times. They will confirm these hours with your supervisor. Set a timer to clock out Set a reminder to take a 30 minute break after 6.5 hours, and clock out. Clock back in when you return to work. Talk to your Supervisor  Program Director  Robyn or Michelle

Hourly pay periods and pay dates Pay Date Schedules for academic year Pay Period Begin DatePay Period End DateCheck Date 8/16/20158/29/20159/11/2015 8/30/20159/12/20159/25/2015 9/13/20159/26/201510/9/2015 9/27/201510/10/201510/23/ /11/201510/24/201511/6/ /25/201511/7/201511/20/ /8/201511/21/201512/4/ /22/201512/5/201512/18/ /6/201512/19/201512/31/ /20/20151/2/20161/15/2016 1/3/20161/16/20161/29/2016 1/17/20161/30/20162/12/2016 1/31/20162/13/20162/26/2016 2/14/20162/27/20163/11/2016 2/28/20163/12/20163/25/2016 3/13/20163/26/20164/8/2016 3/27/20164/9/20164/22/2016 4/10/20164/23/20165/6/2016 4/24/20165/7/20165/20/2016 5/8/20165/21/20166/3/2016

Contacts: BHI Department - Robyn Hart Bioinformatics, Health Informatics HCC Department - Michelle Mitchell HCI, MAS Payroll – Nancy Barker Jeff Hostetler General questions – Rosiel Marasco

Thursday, August 20, 2015