VCU RealTime Timekeeper and Manager Guide
Contents
1. To access VCU RealTime as a timekeeper or manager visit www go vcu edu realtime Click on the Manager or Timekeeper link Your elD and elD password will be required to log in Please note that for security reasons the system will log you out after 30 minutes of inactivity Editing Employee Hours When managing employee hours hourly and non exempt classified the Edit Hours function will be used Within this function managers can add edit and split employees hours as needed Adding Hours It may be necessary to add a time segment when an employee fails to record hours for the entire day or fails to submit a leave request and payroll is closing 1 Go to Employee gt Edit Hours FES Edit Template Print information 2 Double click on an employee Alternatively filter employees by entering the RealTime employee Number replace the V in the VID with a 9 or by entering First or Last name 3 Click the Shift button at the bottom of the screen and the Add Segment window will appear alternatively right click anywhere in the right side of the screen and choose Add Segment Gvcu o 4 i QO sE M 3 a eea sai HO m Break EJ Conflict M Unapproved t Name Test Three Employee 999000003 Hours 130 Hours O M I Note Edited B Time In Actual In Time Out Actual Out Job Code Add segment 3 2 2015 02 15 PM 3 2 2015 02 15 PM E 3 3 2015 08 00 AM 3 3 2015 08 00 AM L 3 3 2015 02 15 PM 32. It is possible to approve multiple days of leave for a single employee at one time On the Request Manager screen select the first row you wish to approve then hold down the shift key while selecting the last row you wish to approve O sE ma ld we Be Start 11 12 2014 EH End 12 31 2030 ER Manual Entry v Update m Unpaid Holiday Paid Holiday Detail Calendar Export to fa ps Time off 12 9 2014 03 53 PM 15 12 24 2014 09 00 AM 01 00 PM 5 Annual Leave Pending Holiday break mandatory usage 4 hrs E 999000001 Test One Employee Time off 12 10 2014 03 36 PM 102 3 22 2015 09 00 AM 05 00 PM 5 Annual Leave Pending vacation Time nff 17 10 7014 NA 36 PM 103 2 22 2015 03 00 AM NS 00 PM 5 Annual eave Pandinn varatinn Once you have selected multiple rows choose Detail Follow the same steps as above in the Request Detail screen After clicking Apply the Schedule Request Manager window appears Click Schedule for each row of approved leave Ea Schedule Request Manager Use the schedule button to immediately schedule the request If you need to edit the information before scheduling the request choose the edit button to schedule the request Is Disable Auto Disable Segment Date In Time In Time Out Job Code Break S Scheduled Deductions Minimums Schedule Edit 3 8 2015 09 00 AM 05 00 PM 5 Annual Leave N A No Schedule Edit 3 9 2015 09 00 AM 05 00 PM 5 Annual Leave N A Schedule Edi
3. hours 2 Double click on an employee Alternatively filter employees by entering the RealTime employee Number replace the V in the VID with a 9 or by entering First or Last name 3 Select the shift to split 4 Click the Shift button at the bottom of the screen and select Split Segment Right click and select Split Segment M Name Classified NE Ravdinson 900000008 Hours 10 Hours 1 Mins M 1 Note FEdz d E Time in Tima Out Jeb Coda Hours Rate Break Total Week Total 7 2 27 2014 07 34 AM 2 27 2014 17 11 PM 0611 IT Analyst 4 62 0 00 Meal 75u DO Layas 01 26 a7 i 1002 10 03 5 Select the number of segments to split the current shift into and press OK The system will default to two segments The quantity defaults to 2 and a change can be made if needed For example if an employee who had two different jobs clocked in to one job changed to a second job without remembering to clock out of the first job and in on the correct job and then went into overtime all in the same segment that segment should be split into three segments E E Fame Dazztfiei HE Sadiman HA M 1 saa Gite A Tire de Ties fiut leb Cada rer a ees ST AH AT 13 11 ee T Ae 4 63 M Spit Quantity Select the number of segments bo spit the Curral sagrzert tato 15 6 Enter the correct dates and times for the segments and change job code if necessary e Split a segment for overtime the time out should reflect the
4. lt DD gt So N 5 A ar oa B ealltifne Managers Timekeepers Make it real VIRGINIA COMMON WE A LT H UNIVERSITY Managers Timekeepers Table of Contents Introduction to VCU RealTime Roles and Responsibilities Key Terms Accessing VCU RealTime Editing Employee Hours Adding Hours Editing Hours Reviewing and Approving Missed Punches Approving Leave Requesis for Faculty and Classified Staff Modifying Leave Requests Prior to Approval Editing Approved Leave Requests Splitting Segments Approving Hours Worked Rounding Other Information for Managers and Timekeepers Approved Office Closings and Delays for Non exempt Classified Staff Overtime for Non exempt Classified Staff Holidays Reports and Criteria Messaging Glossary m Realtime Introduction to VCU RealTime What is RealTime VCU RealTime is the university s time recording and leave processing system It replaces paper forms and eliminates redundant keying of information into prior systems that did not link together Why are we making a change to RealTime The RealTime system helps to ensure accuracy and compliance with the Fair Labor Standards Act FLSA As the name indicates the system tracks employees time worked as it happens not after the fact and is thus more accurate The following is a list of some of the advantages of using an electronic timekeeping system like RealTime Its paperless lt ensures we are in compliance with FSLA Use
5. requests not already approved or denied choose Unknown and Pending 5 This screen shows all leave requests for all employees Select the request you wish to approve by double clicking on the row View requests in a list in the Details tab or in a calendar in the Calendar tab sb mass Pea ZO Ho Request Type Start 7 10 2013 EH End 12 31 2030 EH Manual Entry v Update m Unpaid Holiday _ Paid Holiday l Schedule Detail Calendar Schedule Fixed 4 Time off Time off 1U 2U14 U8 U6 AM 77772014 US UU AM U4 UU PM 5 Annual Leave Pending Export to EX ax sns Ur Annual Leave to compensate Request Status I Unknown 999000001 Test One Employee ES 7 Pending Time off 7 7 2014 03 42 PM 6 23 2014 09 00 AM 05 00 PM 5 Annual Leave Pending Approved Time off 7 7 2014 03 42 PM 6 24 2014 09 00 AM 05 00 PM 5 Annual Leave Pending Denied Time off 7 7 2014 03 42 PM 6 25 2014 09 00 AM 05 00 PM 5 Annual Leave Pending Time off 7 7 2014 03 42 PM 6 26 2014 Time off 7 7 2014 03 42 PM 6 27 2014 999000002 Test Two Employee 03 00 AM 05 00 PM 5 09 00 AM 05 00 PM 5 Annual Leave Pending Annual Leave Pending Time off 7 7 2014 03 43 PM 6 23 2014 09 00 AM 05 00 PM 5 Annual Leave Pending Time off 7 7 2014 03 43 PM 6 24 2014 09 00 AM 05 00 PM 5 Annual Leave Pending Time off 7 7 2014 03 43 PM 6 25 2014 09 00 AM 05 00 PM 5 Annual Leave Pending Time of
6. 00 8 00 43 30 6 27 2014 07 30 AM 6 27 2014 12 02 PM 9611 IT Analyst 4 32 0 00 Meal 28u 6 27 2014 12 30 PM 6 27 2014 01 30 PM 9611 IT Analyst 1 00 0 00 pa e He Epes Hours 134 Hours 32 Mim Other Information for Managers and Timekeepers Approved Office Closing and Delays for Non exempt Classified Staff Hours will be preloaded for approved university wide closings and delays You will need to edit begin or end times for employees whose work hours vary from the approved closing Note You will not have to make any adjustments for faculty exempt classified and hourly employees Example Office opening is delayed until 10 00 a m The times of 8 00 a m to 10 00 a m will be loaded Timekeepers will need to edit begin time if the employee s normal start time differs from 8 00 a m If the employee s normal start time is 7 30 a m you must edit start time to 7 30 a m If normal time is 8 30 a m then edit start time to 8 30 a m This ensures that the employee will receive a 40 hour week For employees who are eligible to accrue compensatory leave when working during an office closing timekeepers must edit the preloaded office closing segment to reflect compensatory leave accrued or split the segment to reflect the portion of the office closing that the employee accrued compensatory leave Overtime for Non exempt Classified Staff Non exempt employees must be compensated for all hours worked more than 40 in a workweek at stra
7. 015 08 00 AM Reset shift processing Et Criteria Options Shift History 5 Make the desired changes which could include 2 Double click on an employee Alternatively filter employees by entering the RealTime employee Number replace the V in the VID with a 9 or by e Editing date in date out time in or time out entering First or Last name e Selecting correct job code to record leave 3 Select the segment that you wish to edit 6 Enter a reason for the edit in the Note field if desired 7 Click OK when finished 8 Once a record has been edited a Y will appear in the Edited column Hover over the Y to view a note identifying the change made and the Employee Number of the individual who made the adjustment Note ONLY PAYROLL CAN DELETE A SEGMENT Reviewing amp Approving Missed Punches The missed punch system is designed to catch errors if an hourly or non exempt classified employee forgets to clock in or out at the right time If an employee forgets to clock out at the end of a shift and then tries to clock in the next day the system will recognize that a punch is missing and prompt for a correction Managers must approve all instances in which an employee missed and corrected a clock in or clock out either at the beginning or end of the day or over a meal break Employees cannot correct more than one missed punch in a row Multiple consecutive missed punches must be correcte
8. 3 2015 02 15 PM 3 4 2015 09 00 AM 3 4 2015 09 00 AM C 3 5 2015 09 00 AM 3 5 2015 09 00 AM 3 6 2015 09 00 AM 3 6 2015 09 00 AM 3 9 2015 08 00 AM 3 9 2015 08 00 AM 3 9 2015 09 00 AM 3 9 2015 09 00 AM 3 10 2015 08 00 AM 3 10 2015 08 00 AM E 3 11 2015 08 00 AM 3 11 2015 08 00 AM L 3 11 2015 02 00 PM 3 11 2015 02 00 PM E 3 12 2015 08 00 AM 3 12 2015 08 00 AM B 3 12 2015 01 51 PM 3 12 2015 01 51 PM Oo og ogegogongo o 3 13 2015 08 00 AM 3 13 2015 08 00 AM LT amp T Options Shift IE History Criteria https timeclocktest vcu edu manager30 EditHours aspx 4 Enter the date and time of the segment e The dates shown will default to today s date for both time in and time out and the default time in and time out are 9 a m and 5 p m e Change time and or date ES Edit Segment Segment Extra Custom Date In Time In Date Out Time Out Job Code Rate Enter amount of N A Enter amount of N A Enter amount of N A Break Type Note 7 10 2014 E 9 00 AM 5 7 10 2014 Ed 500PM 9611 IT Analyst 10 00 Individual is clocked in Time sheet entry Missed in punch Missed out punch Cancel Segment Hours 8 00 Punch In Location Information Application N A Location N A Description N A Punch Out Location Information Application N A Location N A Description N A If
9. ND SCIENCES Custom field None 1 2 3 4 56789 Page 4 of 9 items 151 to 200 of 443 re re Custom field None Once it has been named and saved a filter is available throughout the system For instance if you edit and save criteria in Period Reports you can later load that same filter when viewing Who s here or Request manager under the Tools menu Choose Ok 22 Options Click Options to view the Period Report Options Formatting Options Miscellaneous Print Options and Cost Code Formatting Options Date time and name display formats may be changed from their defaults here Miscellaneous Choose one or more fields to sort by Print Options Choose colors and formatting for the printed report Cost Code Cost codes are not generally in use this tab can safely be ignored Formatting Options Miscellaneous Print Options Cost Code ime format Company Default Date format Company Default Decimal places 2 Hour format Company Default Name format Full name John Smith Normalize employee names to same case Normalize job code names to same case Some reports will display a short year or no year to conserve space Settings The Settings menu will display a list of options specific to the report that is currently selected Some reports have more options than others Messaging The messaging feature allows messages to be s
10. You can view requests in a list in the Details tab or in a calendar in the Calendar tab 6 The Request Detail box will open In the Approve Deny tab you can choose to approve or deny under the status drop down menu Only managers and timekeepers will see messages entered in the Manager notes area eycu Poaltfne ef m4 id we Be A lm Unpai ES Request Detail Request Information Employee Test One Employee Hire Date 12 1 2013 221 days Type Time off Status Pending User N A Date Approved N A Start 3 4 2015 B End 12 31 2030 EA Manual Entry Update Date Requested 6 23 2014 a s Time 09 00 AM 05 00 PM s Job Code 5 Annual Leave Detail Calendar Hours 8 00 Request Time off 3 23 2015 09 36 AM 2 3 25 2015 08 00 AM 04 00 PM 5 Annual Leave Pending Vacation Time off 3 23 2015 09 36 AM 3 3 26 2015 08 00 AM 04 00 PM 5 Annual Leave Pending Vacation TR Approve Deny Schedule Accrual Balances Time off 3 23 2015 09 36 AM 4 3 27 2015 08 00 AM 04 00 PM 5 Annual Leave Pending Vacation 999000019 Test Nineteen Employee Status Approved v automatically schedule this request Manager notes Time off 3 23 2015 09 36 AM o 3 23 2015 08 00 AM 04 00 PM 5 Annual Leave Pending Vacation Time off 3 23 2015 09 36 AM 1 3 24 2015 08 00 AM 04 00 PM 5 Annual Leave Pending Vacation Time off 3 23 2015 09 36 AM 2 3 25 2015 08 00 AM 04 00 PM 5 Annual Leave Pending Vac
11. ak the total length of the lunch break is rounded to the nearest 15 minute increment starting from the Go on break time e You are scheduled to work 8 00 a m to 5 00 p m with a one hour lunch break You clock in at 7 55 a m five minutes early For break you clock out at 12 02 p m and clock back in at 12 59 p m three minutes short of the 60 minute break At the end of the day you clock out at 5 02 p m two minutes late The system is going to record 8 00 hours o 7 55 a m rounded to 8 00 a m o 12 02 p m Go on break o 12 59 p m Clock in to return from break Total break time is actually 57 minutes and the system rounds up to one hour which is the nearest quarter hour increment The clock in time is displayed as 1 02 p m o 5 02 p m rounded to 5 00 p m e You are scheduled to work 8 00 a m to 5 00 p m with a one hour lunch break You clock in at 7 55 a m five minutes early For break you clock out at 12 02 p m and clock back in at 12 53 p m nine minutes short of the 60 minute break At the end of the day you clock out at 5 02 p m two minutes late The system is going to record 8 25 hours o 7 55 a m rounded to 8 00 a m o 12 02 p m Go on break o 12 53 p m Clock in to return from break Total break time is actually 51 minutes and the system rounds down to 45 minutes which is the nearest quarter hour increment o 5 02 p m rounded to 5 00 p m All non exempt employees are encouraged to
12. ation Time off 3 23 2015 09 36 AM 3 3 26 2015 08 00 AM 04 00 PM 5 Annual Leave Pending Vacation Time off 3 23 2015 09 36 AM 4 3 27 2015 08 00 AM 04 00 PM 5 Annual Leave Pending Vacation 999000020 Test Twenty Employee 5 i i essage to employee Your time off request vacation on 6 23 2014 from 09 00 AM to 05 00 PM Time off 3 23 2015 09 36 AM 0 3 23 2015 08 00 AM 04 00 PM 5 Annual Leave Pending Vacation for Annual Leave has been approved by Jane Doe Time off 3 23 2015 09 36 AM 1 3 24 2015 08 00 AM 04 00 PM 5 Annual Leave Pending Vacation Ennni Time off 3 23 2015 09 36 AM 2 3 25 2015 08 00 AM 04 00 PM 5 Annual Leave Pending Vacation Time off 3 23 2015 09 36 AM 3 3 26 2015 08 00 AM 04 00 PM 5 Annual Leave Pending Vacation Time off 3 23 2015 09 36 AM 4 3 27 2015 08 00 AM 04 00 PM 5 Annual Leave Pending Vacation Send message using Detail Remove Criteria Grouping Templates ABB Close 10 7 Click Generate to create a generic message to be sent to the employee in VCU RealTime You may edit or add to this message if you wish 8 In the Send message using field select BOTH from the drop down menu to ensure that the employee will receive the approval or denial notice in VCU RealTime and by email Click Apply 9 The Edit Segment box will appear Double check the details of the leave request including the Job code 10 Click Ok Review the verification message and click Ok again Approving multiple days
13. d by the manager Missed punches awaiting correction will always be listed in blue text in the employee s work record e Missed punches that are not corrected can result in overtime or and possibly errors that impact over several segments It is critical that missed punches be corrected in a timely manner So remember the supervisor s DYNAMIC DUO Missed punches and leave Get in the habit of checking for both every single day 1 Go to Employee gt Missed Punches Template Print information Unresolved punches Edit hours Missed punches 2 Enter the desired range in the Start and End date fields or select a date range from the drop down menu ealtime ts zat sh M3 E 20 ge Start 3 1 2015 End 3 7 2015 EH TimeClock Week Update m Approved lm Not Approved Y Only display shifts that contain unapproved missed punches Only display shifts that I am authorized to approve Criteria Approve In Approve Out 3 Click the Update button e Lines of data in blue indicate missed punches that have been fixed by the employee but not yet approved by the manager e Once approved the missed time will appear in green 4 Click on the segment that includes an unapproved missed punch then right click on it e lf an edit to the time that the employee entered is needed select Edit hours for employee s name from the menu This will take you to Edit Hours to ma
14. e 5 Annual Leave Description Break Type lt lt None gt Segment Flags Disable auto deductions Disable segment minimums Cancel 9 When modifications are complete click Ok to approve the request and send the message to the employee The employee will see the message at the next log in ES Test One Employee View Messages Mark Date Sent Sent B Read x Modifying your leave request from 8 hours to 5 hours per your email request 13 Editing Approved Leave Requests lt may be necessary to edit a leave request for an employee who requested the wrong type of leave or keyed in the wrong hours or requested leave that they ended up not taking Once the manager has approved the leave request ONLY the manager or timekeeper can make changes Approved leave requesis are edited in Edit Hours 1 Go to Employee gt Edit Hours 2 Double click on an employee Alternatively filter employees by entering the RealTime employee Number replace the V in the VID with a 9 or by entering First or Last name 3 Locate the approved leave in employee s record for the time period 4 Double click on the approved leave you wish to edit The Edit Segment dialogue box will open 5 Edit the details of the leave request Click Ok ES Edit Segment Segment Extra Custom 6 20 Segment Hours Ro 20 2014 Individual is clocked in om am 3 i 8 00 Time In 9 00 AM Time sheet en
15. e paid for hours worked and it is important to realize that the minutes worked could be rounded up to result in overtime or could be rounded down resulting in the need for a leave request e Hourly employees are paid for hours worked Hourly employees are restricted to an average of 29 hours per week such that overtime is not normally an issue In those cases where an hourly employee may be scheduled to work 40 hours in a particular week it is important to realize that the minutes worked could be rounded up to result in overtime Examples of rounding e You are scheduled to work 8 00 a m to 5 00 p m with a one hour lunch break You clock in at 7 55 a m five minutes early and clock out at 5 02 p m two minutes late with exactly one hour break at lunch The system is going to record 8 00 hours o 7 55 a m rounded to 8 00 a m o 5 02 p m rounded to 5 00 p m e You are scheduled to work 8 00 a m to 5 00 p m with a one hour lunch break You clock in at 7 52 a m eight minutes early At the end of the day you clock out at 4 55 p m five minutes early with exactly one hour break at lunch The system is going to record 8 25 hours o 7 52 a m rounded to 7 45 a m o 4 55 p m rounded to 5 00 p m In the interest of accuracy rounding works a little differently around meal breaks When an employee chooses Go on break the exact time will be recorded and reflected on her record when she clocks in at the end of her lunch bre
16. egment Hours Date In 6 17 2014 Individual is clocked in 8 00 Time sheet entry Missed in punch Date Out 6 17 2014 Ea Missed out punch Time In 9 00AM Time Out 5 00 PM a sE MS E t l MO Edit Hours 3 1 2015 to Curr m Break EJ Conflict M Unapproved Job Code 6 Sick Leave Name Test Three Employee 999000003 Hours 130 Hours Rate OL Punch In Location Information 999000003 O M 1 Note Edited B Time In Actual In Time Out Actual Out Job Code Application TimeClock Scheduler u Enter amount of N A Location ADM HRS BEL ADB Add segment Description N A O 3 2 2015 02 15 PM 3 2 2015 02 15 PM ci Chak Lafon Toko aim Edit segment Enter amount of N A mm O 73 3 2015 08 00 AM 3 3 2015 08 00 AM Application TimeClock Scheduler Nz ZE ERES T i M H y 0O JE 3 3 2015 02 15 PM 3 3 2015 02 15 PM 5 Location AD RS BEL ADB Enter amount of N A Description N A O 3 4 2015 09 00 AM 3 4 2015 09 00 AM O 2 5 2015 09 00 AM 3 5 2015 09 00 AM Break Type O E 3 6 2015 09 00 AM 3 6 2015 09 00 AM O 3 9 2015 08 00 AM 3 9 2015 08 00 AM Note W 3 9 2015 09 00 AM 3 9 2015 09 00 AM O E 3 10 2015 08 00 AM 3 10 2015 08 00 AM O 7 3 11 2015 08 00 AM 3 11 2015 08 00 AM oO E 3 11 2015 02 00 PM 3 11 2015 02 00 PM o 3 12 2015 08 00 AM 3 12 2015 08 00 AM Approve missed in punch go E 3 12 2015 01 51 PM 3 12 2015 01 51 PM Approve missed out punch O 3 13 2015 08 00 AM 3 13 2
17. ent and viewed and viewing confirmed To send an individual message 1 Go to Employee gt Messaging 2 Select the option to Send a message to selected individuals 3 Place a check next to the employee s you wish to send the message to 4 Enter the Message you wish to send 5 Click the Send button to send the message to the employee s To Review Message Status 1 Go to Employee gt Messaging 2 Place a check next to the employee and click History 3 list of all individual messages sent to this employee will appear with the status Not Read or date read 23 Glossary Break Go on Break time not worked for lunch or meal Meal breaks are unpaid and non exempt employees should clock out for the meal break using the Go on Break button and not the clock out button This is not the discretionary 15 minute break that some departments may permit Clock in a clock in initiates the system to record an employee s hours worked Clock in is used at the start of a work day or shift and after returning from a meal break and is similar to the time in term used on the paper timesheet Clock out a clock out ends the system tracking of an employee s hours worked It is only used at the end of the work day or shift and is similar to the time out term used on the paper timesheet Conflicting shift a shift that overlaps with another Most often conflicting shifts are the result of an e
18. f 7 7 2014 03 43 PM 6 26 2014 09 00 AM 05 00 PM 5 Annual Leave Panding Time off 7 7 2014 03 43 PM 6 27 2014 09 00 AM 05 00 PM 5 Annual Leave Pending 999000003 Test Three Employee Time off 7 7 2014 03 45 PM 6 23 2014 Detail 09 00 AM 05 00 PM 5 Remove Criteria Annual Leave Pending Grouping Templates 12 6 In the Status field select Approved from the drop down menu Only managers and timekeepers will see messages entered in the Manager notes area 7 In the Message to employee field add a note to the employee explaining the modification that will be made ES Request Detail Request Information Employee Test One Employee Status Pending Hire Date 12 1 2013 221 days User N A Type Time off Date Approved N A Date Requested 6 23 2014 Time 09 00 AM 05 00 PM 5 Annual Leave 8 00 Request Approve Deny Schedule Accrual Balances Status Approved v automatically schedule this request Manager notes Message to employes Modifying leave request from eight hours to five hours per your email request Generate Send message using Both 8 Click Apply and make the appropriate modifications in the Edit Segment screen Note that it is still possible to return and edit the Message to employee by clicking Cancel if necessary Es Edit Segment Segment Times Date start 6 23 2014 E Time start 19 00 AM w Time end 2 00 PIA io Job Cod
19. ght Test Nine Test Ten 999000011 Test Eleven Employee Employee Employee Employee Not filtered Not filtered Not filtered Not filtered 999000012 Test Twelve Employee Not filtered Custom field None 999000013 Test Thirteen Employee Not filtered v Cancel Preview For example to view a report of users from a particular department check the Filter on department box and click on the green plus sign to view a list of available departments Check one or more department Before running the report click Save and give the filter a name boxes B rea ar EF EVA A A O O ES Department Selection Standard Fields Filter by individual s number to Save Criteria Include Department Filter by classification to V Filter on default job to Include Enter a unique name for this criteria or HUMAN AND MOL select an item to replace Filter on department Include HRaPayroll o Filter on individual s manager to includ Filter on employment status HUMAN AND MOLECULAR HUMAN AND MOLECULAR GENETICS Filter on hire date to include from HUMAN RESQURO Filter on days since hire to include fro HUMAN RESOURCES Y Exclude suspended individuals HUMANITIES AN J Exclude terminated individuals Exclude salaried individuals HUMANITIES AND SCIEN Custom Fields Custom field None aaa HumanResources 4 HUMANITIES A
20. ight time or time and one half as appropriate or receive overtime leave accrual if a signed agreement is in place Timekeepers MUST edit split or add segments according to the overtime policies to ensure accurate compensation Remember any additional time the employee works must be pre approved and failure to arrive and depart timely could result in formal disciplinary action if overtime is accrued without approval Contact Employee Relations for assistance 19 Holidays Holiday hours will be preloaded into VCU RealTime The following occurs if an employee works during a holiday depending upon employee type e Eligible faculty and exempt classified staff will submit a request for holiday leave accrued that the manager will review and approve if appropriate e Hourly and non exempt classified staff will clock in and out as normal and the timekeeper will split the segment Example Employee clocks in at 10 00 a m and clocks out at 1 p m on a holiday The timekeeper will split the day into three segments 8 a m to 10 a m should remain as university was closed then 10 a m to 1 p m will be changed to holiday leave accrued and 1 p m to 4 p m will remain as university was closed NOTE In certain rare cases employees are given an amount of holiday or other leave that is prorated based on their FTE Please see the timekeeping resources on the Human Resources website http hr vcu edu timekeepers for more informati
21. is used at the start of a work day or shift and after returning from a meal break and is similar to the time in term used on the paper timesheet Clock out A clock out ends the system tracking of an employee s hours worked It is only used at the end of the work day or shift and is similar to the time out term used on the paper timesheet Break Go on Break Time not worked for lunch or meal Meal breaks are unpaid and non exempt employees should clock out for the meal break using the Go on Break button and not the clock out button This is not the discretionary 15 minute break that some departments may permit Missed Punch Employee failed to either clock in for work clock out after work clock out for a meal break or clock in upon returning from a meal break Segment The length of time from a clock in action until a clock out action For example most full time employees will have two segments each day one before the meal break and one after Segments can be edited added or split Segments cannot be deleted For more terms used in VCU RealTime see the Glossary at the end of this manual Accessing VCU RealTime Faculty and staff will access VCU RealTime to record time and request leave by going to www go vcu edu realtime and clicking on the Employee link Certain departments may use physical clocks Instructions for using physical time clocks are available from Human Resources
22. ke the appropriate changes See page 4 for Edit Hours instruciions 5 Select Approved selected missed in or Approve selected missed out To approve multiple missed in or out punches for one or more employees select the first employee hold down the shift key while selecting the last employee and click Approve Out or e Are you sure you want to approve the 2 selected missed out punches Approve In at the bottom of the screen A confirmation message will appear Click OK Approving Leave Requests for Faculty and Classified Staff In VCU RealTime managers can perform three functions when they receive an email or a RealTime system request to use leave from faculty and classified staff They can 1 Approve or deny the leave request 2 Modify a leave request that has not yet been approved However if the supervisor has not yet approved the leave request the employee can cancel it and submit a new one Thus no manager action is required 3 Change an approved leave request Leave requests for faculty and classified staff must be approved in a timely manner Once a leave request is approved the employee s timesheet will be updated the following day Failure to approve requests may result in the employee s pay being incorrect NOTE Employees have been instructed to NOT change the Starting Time and Ending Time when submitting a leave request for a full day s The system is set to default
23. l Detail Payroll Summary v3 0 Overtime Report Missed Punches Report Shift Note Report al Job Code Reports lah Cada Ansahecic Summ am Criteria Options Settings Print 20 DATES Enter begin and end Ti dates or click on the calendar to choose dates Note The first column in the calendar displays the week number For example the week of May 25 through 31 is the 22 week of the year Alternatively choose a pre set date range from the drop down menu TimeClock Week is the oldest active week in TimeClock Choose TimeClock Week to Date to include all active time in the report A to 5 31 2014 HA TimeClock Week Manual Entry Timetlock Week TimeClock Week To Date Today Yesterday l Last Week Click Print to see the output This Week options Which Print option should you choose Print to PDF to print the report on paper Print to HTML to view the report on your computer Print to Office OpenXML to open the report as a spreadsheet in Excel Print to file Print to PDF Print to HTML Print to Office OpenXML eee rag The report may display a message that says Exceptions were generated during the reporting process Would you like to view the exceptions Choose Yes to view the Exception List then close Exceptions were generated during the reporting process Would you like to view the exceptions While the report is running the syste
24. m may display a progress notification Records processed 75 7394 Total records 9836 Action Elspsed time 0000 15 Criteria To see the records that will be included in the report click Preview and check the box at the top of the screen Hide information that will be filtered using this criteria Click Close to close the Preview Selection window B Preview Selection Choose Criteria Use the checkboxes to select criteria to filter EM Criteria Hide information that will be filtered using this criteria Filter by individual s number to Filter by classification to Filter on default job to Filter on department Include Filter on individual s manager to include Filter on employment status Filter on hire date to include from Filter on days since hire to include from Exclude suspended individuals Exclude terminated individuals Exclude salaried individuals Number 999000001 999000002 First Name Test One Test Two 999000003 Test Three Last Name Employee Employee Employee Not filtered Not filtered Not filtered 999000004 999000005 999000006 Test Four Test Five Test Six 999000007 Test Seven Employee Employee Employee Employee Not filtered Not filtered Not filtered Not filtered Custom Fields Custom field None Custom field None 333000008 933000003 993000010 Test Ei
25. me Job code time is captured and tracked with job codes Job codes include a REG code for each non exempt employee and codes for each of the leave and earn codes the individual employee is eligible to use Missed punch employee failed to either clock in for work clock out aiter work clock out for a meal break or clock in upon returning from a meal break Non exempt employee non FLSA exempt employee an employee who does not meet the requirements for exempiion from regulation under the Fair Labor Standards Act FLSA Non exempt employees must be compensated at a rate of one and one half times for hours worked over 40 in a work week Proxy a person identified within a department as a back up for the timekeeper who is trained and authorized to perform timekeeper responsibilities when the appointed timekeeper is unable to do so Real Time employee number an employee s unique identifier in RealTime found by replacing the V in the VID with a 9 e g an employee whose VID is V00123456 would have the RealTime number 900123456 Segment the length of time from a clock in action until a clock out action For example most full time employees will have two segments each day one before the meal break and one after Segments can be edited added or split Segments cannot be deleted Time Clock Week the oldest active week in RealTime 24 Notes Human Resources Virginia Commonwealth Universit
26. mployee working during a time when leave was loaded for a holiday or office closing Designee managers at the dean level or above have the option to identify a permanent designee in RealTime who will complete all time and leave approvals and other responsibilities apart from approving their own time and leave In cases where a designee is identified BOTH parties are responsible for accurate and timely approval of employee time and leave and the supervisor retains final responsibility Appointing a designee requires that the VCU RealTime Supervisor Designee Information and Request form be completed by the supervisor signed by the supervisor and designee and approved by Human Resources Employee record a complete segment of hours worked during one shift or work period beginning with clock in and ending with clock out Each employee record is displayed as one line of data in VCU RealTime Exempt employee FLSA exempt employee an employee who is exempt from regulation under the Fair Labor Standards Act FLSA All faculty are FLSA exempt exempt classified employees must meet standards for exemption from FLSA Exempt employees use VCU RealTime only to request and track leave Hourly employee an employee whose wages are based on the number of hours worked not a total salary Hourly employees include student workers and work study students Hourly employees who work more than 40 hours in a week must be paid overti
27. nsure it is compliant with policy Timekeepers review work hours for hourly and non exempt employees to be sure they are equal to the expected work hours for the period If an hourly or wage employee works more than 40 hours in a week the timekeeper records his her overtime compensation if a non exempt classified employee works less than the expected hours he she should have leave entered for the missing hours There may be instances in which a timekeeper will perform timekeeping actions that are typically manager responsibilities While this user manual identifies most of the system functions as manager responsibilities timekeepers must learn and understand the same processes so they can perform them on the rare occasions that it is necessary Failure to approve entries by manager before payroll deadlines may result in incorrect pay for non exempt employees Failure to use the system correctly can result in disciplinary action or department fines depending on the type of noncompliance Remember the supervisor s DYNAMIC DUO Missed punches and leave Get in the habit of checking for both every single day Key Terms RealTime employee number An employee s unique identifier in RealTime found by replacing the V in the VID with a 9 e g An employee whose VID is V00123456 would have the RealTime number 900123456 Clock in a clock in initiates the system to record an employee s hours worked Clock in
28. nter the desired range in the Start and End date fields or select a date range from the drop down list 3 Click the Update button 4 Review the hours and verify that they are correct If corrections are required double click on the segment to open Edit Hours and make the necessary corrections or notify the timekeeper to correct the hours before proceeding with approval 5 To indicate Management approval for a particular employee right click on the shift select Approve Selected only approves one segment To select and approve multiple employees select the first employee then hold down shift key while selecting the last employee and select Approve Selected and click Management Note Shifts that have not been approved will not be exported to Banner All shifts should be approved prior to the day the Payroll office exports time into the Banner system For dates refer to the Payroll processing schedule at http hr vcu edu payroll and leave payroll services payroll processing schedule Failure to approve shifis may result in loss of employee pay Rounding The RealTime system is recording the employee s exact time in and time out Those hours will be displayed rounded to the nearest quarter hour This is the same as it is with timesheets RealTime is designed to round employee clock in and clock out actions to the nearest 15 minutes just as employees have been instructed to do on paper timesheets e Non exempt employees ar
29. observe their clocking in and out times carefully to avoid working less than a full shift or working any unapproved overtime Remember that any additional time worked must be pre approved and failure to arrive and depart timely could result in formal disciplinary action if overtime is accrued without approval 18 A NOTE ABOUT ROUNDING The VCU RealTime system rounds time for you but on occasion an employee may create a rounding error because of a missed punch In such cases timekeepers managers and employees will see in the system that the hours listed in the Total column are not in 15 minute increments In the example below the Meal is 28 minutes and the total time recorded for 6 27 2014 is 5 32 There is no need to correct these hours they will be rounded in accordance with FLSA guidelines and our current policy a k a the seven minute rule The recorded time that is sent from VCU RealTime to Banner will be rounded to the nearest 15 minute increment before being processed Name Test One Employee 999000001 Time In Time Qut Job Code Hours Rate Break Total Week Total 6 12 2014 08 00 AM 6 12 2014 01 15 PM 3611 IT Analyst 5 15 0 00 Meal 60u 6 12 2014 02 15 PM 6 12 2014 05 00 PM 9611 IT Analyst 2 45 0 00 8 00 i 6 13 2014 08 00 AM 6 13 2014 01 15 PM 9611 IT Analyst 5 15 0 00 Meal 60u 6 13 2014 02 15 FM 6 13 2014 05 00 PM 9611 IT Analyst 2 45 0
30. on or contact Human Resources if you need help with these unusual situations Reports and Criteria VCU RealTime makes available many reports for managers and timekeepers Complete Payroll Report gives a timesheet like view of selected employee s recorded hours and leave taken Weekly Punch Report shows actual times as well as rounded times which enables managers to watch for abuse of rounding Missed Punches Report displays a list of approved and unapproved missed punches listed by employee Other reporting tools not in the Period gt Reports menu Tools gt Who s Here can be used to see who Is currently clocked in who is currently on break and hours and long shifts Period gt Approaching Overtime displays a list of employees who are within 120 minutes of 40 hours for the week Running a Report To view a list of available period reports choose Reports from the Period menu To run a report click on the name of the report in the list on the left of the page Gvcu Realt AR Exports Approaching overtime Employee job code report Employee accrual rule report 4 ae 2 p 3 ra 8 ms Pe HO 3 1 2 0 1 5 EH to 3 7 2 0 1 5 E E TimeClock Week v Period Reports Saved Reports z Payroll Payroll Summary Tracked Information Summary Day Breakdown Report Weekly Punch Report Estimated Wages Report Supplemental Pay Report Individual Job Report Payrol
31. rs can view real time hours and time history Reports can be easily created It stores work history so you can access it later Managers can more easily monitor attendance overtime and leave usage The responsibilities are not new but RealTime makes it easier Who will use RealTime The system usage differs by employee types e Hourly employees use the system to clock in and out and record their hours worked for payment e Non exempt classified staff use the system to clock in and out and request leave e Faculty and exempt classified staff use the system to request leave e Timekeepers and managers have specific monitoring review and approval responsibilities that are outlined and delineated below Roles and Responsibilities Manager and timekeeper roles and responsibilities for reviewing and approving employees recorded work hours and leave requests remain largely the same with the VCU RealTime system as they were with the paper timekeeping system Managers monitor review correct and approve hours worked overtime and leave requests Managers are ultimately responsible for monitoring and approving their employees work hours and leave requests VCU RealTime also allows managers to correct timekeeping errors when employees are unable to do so and to approve a timekeeping error i e a missed punch that an employee has corrected Timekeepers review employees recorded time worked and leave requested taken to e
32. t 3 10 2015 09 00 AM 05 00 PM 5 Annual Leave N A Schedule Edit 3 11 2015 09 00 AM 05 00 PM 5 Annual Leave N A Schedule Edit 3 12 2015 09 00 AM 05 00 PM 5 Annual Leave N A Click Close to close the Schedule Request Manager window then click Close to close the Request Detail window Do not approve multiple employees leave requests at one time each employee s request should be reviewed individually 11 Modifying Leave Requests prior to Approval A manager may be aware of needed changes to an employee s leave request prior to approval For example an employee may request a full 8 hours of annual leave and then find out that she can only take 4 hours due to a mandatory meeting scheduled in the morning Modifications to leave requests prior to approval can be managed in two ways 1 The employee can make changes to his her own request 2 The manager can make the change before approving To modify a leave request before approving follow the steps to find the unapproved leave request 1 Go to Tools gt Request Manager 2 Look at the two boxes in the upper right corner of the screen named Request Type and Request Status Who s here Who s absent 3 Attendance monitor 3 Request Status should always be checked for Time off We are not using scheduling in RealTime 4 Ensure the Request Status box is checked so that you can view the types of leave you would like to view To find leave
33. the employee has more than one job select the appropriate Job Code using the drop down menu Ea Edit Segment Segment Extra Date In Time In Date Out Time Out Job Code Rate Enter amount of Tracki Enter amount of Track2 Enter amount of Track3 Break Type Note 3 10 2014 9 00AM O5 3 10 2014 Custom LJ Time sheet entry LJ Missed in punch EH LJ Missed out punch 5 00 PM 9611 IT Analyst H M Individual is clocked in Description Overtime Leave Accrued OT Pay x1 Salary OT Pay x1 5 Salary On Call Pay 2 00 Recog Spot Leave Holiday University Close Predisciplinary Leav IT Analyst Segment Hours 8 00 Punch In Location Information Application Location Description Punch Out Location Information Application N A Location N A Description N A 5 Enter a comment in the Note field 6 Click OK when finished 7 Once a record has been edited a Y will appear in the Edited column Hover over the Y to view a note identifying the change made and the Employee Number of the individual who made the adjustment Editing Hours 4 Click the Shift button at the bottom of the screen and select Edit Segment or right click and select Edit Segment It may be necessary to change times dates and job codes if an employee failed to do so or made an error E Edit Segment Segment Extra Custom 1 Go to Employee gt Edit Hours nT FR S
34. time when the employee reaches 40 hours for the week Enter the time in that the overtime begins and change the job code to OTX1 5 or correct description in the drop down menu This screen may also be used to manage shift differential and on call shifts e tis important that time out and time in are the same time when splitting a shift for overtime 7 Enter shift notes 8 Click Save 9 Once a record has been split a Y will appear in the Edited column Hover over the Y to view a note identifying the change made and the Employee Number of the individual who made the adjustment 16 Approving Hours Worked Hours worked by hourly and non exempt classified employees must be approved by the manager These hours may be approved in Edit Hours or by using the Approval Manager tool Approving Hours in Edit Hours to approve hours for one employee at a time 1 Go to Employee gt Edit Hours 2 Double click on an employee Alternatively filter employees by entering the RealTime employee Number replace the V in the VID with a 9 or by entering First or Last name 3 Click the Shift button at the bottom of the screen and select Approve All gt Management or righi click on the shift and select Approve All gt Management Approving Hours Using the Approval Manager Tool to quickly assign approval to multiple shifts or multiple shifts for multiple employees 1 Go to Employee gt Approval Manager 2 E
35. to 9 00 a m and 5 00 p m to ensure a request for eight hours Changing the start and end time may result in a request for more leave than intended NOT include the meal break in the time off request if leaving before or arriving after a meal break Doing so will cause the system to charge the meal break to the leave request also For example if an employee works from 8 00 a m to 12 00 p m and leaves for the remainder of the day he she should report the leave start time as 1 00 p m and end time as 5 00 p m to ensure only four hours of leave are taken Finally if the employee is requesting two different types of leave for the same day he she must complete a separate request for each leave type and managers will have to review multiple requests 1 Goto Tools gt Request Manager 2 Look at the two boxes in the upper right corner of the screen named Request Type and Request Status 3 Request Type should always be checked Time off We are not using scheduling in RealTime 4 Under Request Status check the boxes for the types of leave you would like to view To find leave requests not already approved or denied choose Pending Request Type iid Holiday Schedule Schedule Fixed ER e Time off Request Status Unknown w Pending e Request Approved Denied _ 5 This screen shows all leave requests for all employees Select the request you wish to approve by double clicking on the row
36. try Missed in punch Date Out 6 20 2014 EH Missed out punch Time Out 5 00 PM O Job Code 5 Annual Leave Rate Punch In Location Information Application TimeClock Scheduler Location ADM HRS BEL ADB Description N A ENA Punch Out Location Information Siad pira sia wicie Application TimeClock Scheduler Location ADM HRS BEL ADB Enter amount of N A Description N A Enter amount of N A Break Type Note Cancel 6 Once a record has been edited a Y will appear in the Edited column Hover over the Y to view a note identifying the change made and the Employee Number of the individual who made the adjustment 14 Splitting Segments Hours worked by hourly and non exempt classified employees must be approved by the manager Managers should not approve hours until any necessary edits have been made Communication between managers and timekeepers is important to be sure that timekeepers have completed any editing before the hours are approved If a segment is edited after it is approved the revised segment must be approved again A record may be split into different segments if necessary e Add a meal break if an employee failed to clock out for lunch and clock in e Change a job code When a non exempt employee works over 40 hours in a week the timekeeper may split a segment to change the job code from regular earnings REG to overtime earnings 1 Go to Employee gt Edit Hours 8 OQ E Edit
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