1. Payroll Assistant-TimeForce
AA and FM Round Up
TimeForce
Ana C. Gonzalez
Payroll Assistant-TimeForce
January 31, 2017

2. Topics Covered Today Employee Responsibilities
Supervisor Responsibilities
Overtime
TimeForce Responsibilities
TimeForce Reports

3. Employee Responsibilities
Complies with College-wide policies on code of ethics; reporting suspected or known fraud, abuse and other improprieties; hours of work policy; leave policy; overtime policy and all other College-wide personnel, payroll and benefits policies and procedures.
Clocks in using either a time clock, online web access, or manual timecards.
Hours physically worked will be recorded on the date it actually occurred.
Manual timecards are only used by employees who don’t have access to a time clock or STC network computer on a regular basis.
Responsible for punching in/out at the time clock location nearest to their workstation or their assigned computers.
Reviews timecard for missing hours causing total work week hours to be less than 40 (non-exempt salaried employees only)
Time Adjustment Request Form (BO-7700) must be submitted to supervisor for all corrections.
Employee Leave Form must be submitted to supervisor for appropriate absence.
Verifies online timecard.
In the event employee cannot verify online timecard a printout of the timecard must be signed by the employee.
Ensures supervisor verifies their time card.

4. Supervisor Responsibilities
Complies with College-wide policies on code of ethics; reporting suspected or known fraud, abuse and other improprieties; hours of work policy; leave policy; overtime policy and all other College-wide personnel, payroll and benefits policies and procedures.
Review TimeForce drop down list to ensure all employees are actual and current employees.
If there are employees that must be added and/or deleted from their drop down list, supervisors must submit the TimeForce Access Authorization Form (BO-7710).
Ensures all corrected punches have a BO-7700 form on file signed by the employee and supervisor.
The BO-7700 form must be filed by the department and made available for audit purposes
Audits and enters missing punches from BO-7700 form submitted by employee, enters absences, and verifies the employee’s online timecard.
Time worked must be reported to the nearest quarter hour (1/4, 1/2, & 3/4). When entering a punch, “round punch” must be checked.
Verifies that total hours worked by employee are not under 40 for each work week (non- exempt salaried employees only).
Ensures that timecard verification is made by the due date (2 business days after the end of the pay period).
Makes sure NOE’s for new hires, changes, and terminations are submitted timely to the Office of Human Resources

5. Overtime Compensation for Overtime Policy 4520
Requests for overtime work for non-exempt employees may only be authorized by the appropriate supervisor with approval of the President. Exceptions may be granted in emergency situations. All overtime worked must be properly authorized including hours to be worked and an explanation of the reason for the overtime. Employees working unauthorized hours may be subject to disciplinary action.

6. Overtime/Straight Time Request & Approval Process
Supervisors must submit the “Request for Overtime” form (BO-7721) the month prior to the overtime being worked. Regardless of the number of overtime hours anticipated to be worked. 
Employees are not required to work all the hours stated on Form BO The hours are only an estimate.
All non-exempt employees must have prior written approval when working overtime and/or straight time hours.

7. Annual Overtime Request Form
Form BO-7723 Annual Overtime Request is to be used by employees anticipating to work 5 hours or less overtime and/or straight time in each month throughout the FY. Any overtime over 5 hours in any month will require a monthly submission of BO-7721.
All procedures applied to Form BO-7721 Request for Overtime apply to BO-7723 with the exception in amount of hours.
Have employee know next time that they can submit the annual form then should they be anticipated to over the 5 hours to submit and additional overtime request for hours exceeding 5

8. Overtime Request & Approval Process
Form BO-7721 Request for Overtime and Form BO-7723 Annual Request for Overtime will now be accepted as a scanned document to:
All required original signatures, completing the form, and the due dates remain the same.
The original document is to be maintained in a centralized location of the individual departments and must remain on file for 5 years.

9. Estimating an Employee’s Future Overtime
Historical Data
Use TimeForce “Overtime Summary” report and the “Weekly Hours Detail” report under the Reports tab (on your online account)
Projections
Determine employee’s workload or staffing needs that may impact an employee’s overtime hours
Constant Monitoring
FM’s must monitor employees’ overtime on a monthly basis
Requested hours are based on each employee’s upcoming workload
Requested hours are not to be utilized by employees if not necessary
Note: OT pay is not encumbered and is reduced in your organization’s available balance each month. If not closely monitored it may cause a negative available balance.

10. TimeForce Responsibilities
Posting Absences
Timecard Adjustments/Corrections
Timecard Verification
Time Force Authorization

11. Posting Absences Instructions: Go to the Employee’s Timecard
Click on Enter Absence (a window will pop up)
Select date
Enter total hours
Select the corresponding leave type (e.g. sick, vacation, etc.)
Notes - write the “Reason for Absence” provided by the employee
Press Enter
Always click on the “Recalculate Employee” button.
IMPORTANT: Never enter an absence without the approved leave form.

12. Example – Posting an Absence1 2 3 4 5 6 8 7

13. Time Card Adjustments Time Adjustment Request Form, BO-7700:
It is used to enter missed punches or corrections
Upon discovering discrepancy on timecard employee must submit a TARF to his/her supervisor for approval
Supervisor must sign BO-7700 if approval is granted and enter the time adjustment or give to designee to enter the time adjustment.
The person entering the adjustment (supervisor/designee) must sign the last portion of the form.

14. Timecard Adjustments Instructions for entering a Time Adjustment:
Going to the employee Timecard
Click on Enter Punch (a window will pop up)
Enter punch (military time only)
Enter the correct date.
Select “Round Punch”.
Punch Type must always be “NORMAL”
Notes - write the “Justification for Punch Adjustment” provided by the employee.
Click on “Submit”
Always click on the “Recalculate Employee” button.
IMPORTANT: Never enter a missed punch or an adjustment without the approved “Time Adjustment Request Form” (BO-7700).

15. Example – Entering an Adjustment1 2 3 4 5 6 8 7

16. TimeForce Access Authorization Form (BO-7710)
Form serves two purposes:
Create or delete supervisors/designees TimeForce accounts.
Add/remove employees from supervisors/designees drop down lists.
Supervisors are responsible for submitting this form when:
An employee transfers to/from another department.
An employee’s assignment ends
An employee resigns
Delays in submitting this form will create inaccuracies in the employees’ department and/or supervisor information.

17. BO-7710 Instructions
The first portion of the form is ONLY used to create/delete supervisors and/or designees TimeForce accounts. Do not use this portion to add or remove employees from a supervisor/designee drop down list. See example below.

18. BO-7710 Instructions
The second portion of this form is only used to add or remove assigned employees from a supervisor and/or designee drop down list. Always indicate a justification checking the corresponding box(es). See example below.

19. BO-7710 Instructions
Please read the “Statement of Compliance” located on the form.
Required signature approvals:
Financial manager signature is always required. No forms will be accepted without this signature.
Designees are required to sign any time there is a change in their account access and their supervisors must sign to approve the change.
If a new supervisor account is requested, the new supervisor must sign and his/her respective immediate supervisor must approve the account creation by signing the form too (both signatures must be in the supervisor signature line separated by a slash).
Note: Supervisors/designees must sign in the correct section. Supervisors must not sign in the designee signature line and designees must not sign in the supervisor signature line.

20. Timecard Verification
Is done at the end of the pay period by employee and supervisor
Done after correcting errors such as:
Incorrect punches, missing, or double punches – (Form 7700)
Entering absences, vacation and sick hours – (STC Leave Form)
Important: The “recalculate employee” button must be clicked after doing either of these corrections. 1 2

21. TimeForce Reports Overtime Summary Report Weekly Hours Detail Report
Punch Detail Report
Exceptions Report
Under Hours Report

22. Overtime Summary Report
Used to Estimate Overtime Hours
In TimeForce go to the “Reports” tab.
Under “Time Report”, click on the “Overtime Summary” link.
Select employees accordingly to their pay period by moving them from the “Unassigned/Unselected” box to “Assigned/Selected” box.
Select date range
On “Average Type” select “Week”.
For “Pay Period“, select “monthly” or “semi-monthly”.
On “Sort by” select “Department” then “Employee Name”.
Select the following : Employee ID, Employee Name, Dept., Overtime 1, and Supervisor.
Click on “Display Report” to view results.
Note: This report does NOT include straight time hours

23. Overtime Summary Report
Note: This report does NOT include straight time hours

24. Overtime Summary Report

25. Weekly Hours Detail Report
Used to Calculate Straight Time
Go to “Reports” Tab
Under “Time Reports” click on the “Weekly Hours Detail” report link.
Select employees accordingly to their pay period by moving them from the “Unassigned/Unselected” box to “Assigned/Selected” box.
Select the “Date Range”: Select the most appropriate date range depending on the split weeks. *Split weeks will be analyzed separately using the “Hours Summary Report”.
Select the information to be included in the report: Employee ID, Employee Name, Include Absences, Include Holidays, Overtime1, Page Break, Regular Hours, and Total Hours.

26. Weekly Hour Detail

27. Weekly Hour Detail

28. Weekly Hours Detail Report
Click on Display Report. The report will look like the illustration below.
This report is used to calculate straight time pay hours. We will be analyzing the regular hours column in order to get the straight time accrued by an employee. If an employee has more than 40 regular hours, the excess of 40 is considered straight time.

29. Weekly Hours Detail Report
If an employee has over 40 regular hours in a week but the report shows “Leave Without Pay (LWP)” in that same week, do not record the straight time hours up to the amount of “Leave Without Pay”. If straight time hours exceed the number LWP, then include the difference in the sum of straight time for the month. See example.
Note:
Split weeks must be analyzed before getting the straight time hours from the Weekly Hour Detail. You may need to subtract straight time hours from a specific week.
Add the total straight time hours for all weeks the employee exceeded 40 hours for each employee to the OT hours to calculate the total OT hours.
No Straight Time Pay

30. Punch Detail Report To Determine Where Employee Clocks In and Out
Go to the “REPORTS” tab.
Click on “Audit” reports
Select the “Punch Detail” link to access report.
Select the date range for your report.
Select options: Employee Card, Employee ID, Employee Name, Clock ID, Created Time, Department, Supervisor, User
Check off “Launch in Separate Window”
Click on “Display Report”

31. Punch Detail Report Example

32. Punch Detail Report Results

33. Other TimeForce Reports
Exceptions Report
Helps supervisors verify if there are any missed punches.
Displays timecard errors that need to be fixed before the Payroll department runs the payroll.
Under Hours Report
Displays all non-exempt salaried employees that did not complete 40 hours in a work week.

34. Employees Must Not DON’T
Share your TimeForce online web access username and password.
Clock in/out through the College’s wireless network utilizing personal equipment.
Abuse working hours.
Clock in/out or authorize another individual to clock you in/out for non-working hours.
Clock in/out in a building you don’t work in to adjust your arrival/departure time.
Clock in, then parking your car, and going back to work.
Clock in/out of another building when going to lunch or returning from lunch.
Clock in and use working time for personal use.
DO NOT overuse the STC Time Adjustment Request Form (BO-7700) to adjust your working hours. Frequent use of this form, which will be displayed in your timecard, may cause audit issues.

35. Employee’s Must Employees must
Clock in/out using the time clock in your department’s building or your assigned STC computer when entering or leaving work.
Properly clock in/out at appropriate time to begin/finish work.
Use STC Time Adjustment Request Form (BO-7700) when correcting a punch.
Use STC Employee Leave Form when requesting sick, vacation, leave w/out pay, funeral or personal leave.
Note: Any forms of abuse is considered acts of fraud. Auditors review exceptions and request justifications.

36. FAQ Can an employee clock in/or in another building?
With the approval of the Supervisor an employee may clock in/out from another location for work related purpose.
Do the request for overtime have to include straight time?
Yes Request for overtime must include both overtime and straight time.
Do the supervisors have to turn in a BO-7710 for an employee who's assignment has ended and will no longer be returning
Yes
Can the supervisor verify the time card if the employee is not available?
Yes the supervisor may verify if the employee is not available. After verifying they must print out the time card with a Witten statement of why the employee did not verify and kept filed for auditing purposes
Does the employee have to wait till they receive notification from payroll to submit TARF or Leave forms?
No.

37. Helpful Tips
If Supervisors are going to be out of town, or just out of the office PLEASE give someone authorization to process corrections and verify employee timecards.
Don't know when time cards are due? Visit our business office website where we provide a calendar timecard deadline and pay date. No corrections will be able to be made in the system after it has been locked

39. THANK YOU!
Vanessa Sifuentes, Accounting Group Manager Phone: (956)
Ana Cristina Gonzalez, Payroll Assistant (TimeForce Management) Phone: (956)
Nora Cantu, Budget Control Accountant
Phone: (956)
Elida Rangel, Payroll Accountant Phone: (956)
Blanca Sanchez, Payroll Assistant (Monthly Payroll Processing)
Phone: (956)
Rachel Jaramillo, Payroll Assistant (Semi-Monthly Payroll Processing)   Phone: (956)