RealTime user guide

RealTime user guide
1
Table of Contents
3
Introduction to VCU RealTime
3
Certification of Use
4
Using VCU RealTime
5
Instructions
5
Clocking In
6
Going on Meal Break
6 •
Returning from Meal Break
6 •
Clocking Out for the Day
7 •
7
Clocking In and Out on Multiple Jobs
Missed Punches
•
8
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9
Instructional
Training for
Employee Users
Viewing Hours, Last Punch, and Messages
•
•
Time Sheet Entry
11 •
Overtime
12 •
Recording Time on Holidays or Office Closings
12 •
Recording Leave/Time Worked during Office Closings
12 •
14
Requesting Leave
Canceling Leave Request
•
14
15
Exiting RealTime
•
•
•
•
2
Important Note about Rounding in RealTime
References
Introduction to VCU RealTime
Certification of Use
What is VCU RealTime?
Accurate, timely, and honest use of RealTime is critical to ensuring
compliance with university policies and state and federal law. Users will
see a certification statement when they log into the system to remind
them of the requirement that hours worked and leave taken must be
accurately recorded. Use of the system indicates your understanding
that you have entered work hours and leave requests accurately and in
compliance with applicable policies.
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.
The RealTime system helps to ensure accuracy and compliance with the
Fair Labor Standards Act (FLSA). The following is a list of some of the
advantages of using an electronic timekeeping system like RealTime:
● It’s paperless.
● It ensures we are in compliance with FLSA.
● Users can view hours and time history.
Who uses RealTime?
The system usage differs by employee.
● Non-exempt employees use the system to record hours worked,
either by clocking in and out or using “Manage Time Sheet.”
● Leave-eligible employees use RealTime to request leave.
● Timekeepers and managers have specific monitoring, review
and approval responsibilities.
****Failure to use the system correctly can result in disciplinary action or
department fines, depending on the type of noncompliance. ****
Key Terms
● Job code - Job codes include a REG code for each employee, and
codes for each of the leave and earn codes the individual
employee is eligible to use.
● 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 time sheet.
● 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 time sheet.
● Break – Time not worked for lunch or meal breaks that is unpaid
time. 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 for work, clock out after a meal break or clock in upon
returning from a meal break.
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Next you will see the certification statement:
Using VCU RealTime
All Faculty and staff will access VCU RealTime to record time and/or
request leave by going to www.go.vcu.edu/realtime and clicking on the
Employee login.
Note: This instructions
are for using VCU
RealTime over the web.
Certain departments
may use physical
clocks. Instructions for
using physical clocks
are available from
Human Resources.
This screen will appear:
Click Yes to continue.
Please note: for security reasons, the system will log you out after five
minutes of inactivity.
Based on your employee type, you can perform the following actions,
as appropriate:
•
•
•
•
•
•
Enter your eID and eID password.
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Clock In
Clock Out
Break
View – week by week review of time and leave entered
Requests – submit leave requests
Manage Time Sheet
Instructions
RealTime provides two ways to record hours worked, time sheet entry
and clocking actions.
Note: If you have more than one job, your primary job will be selected
by default. To clock in to another job, select the correct job title from
the list, and click Continue.
Clocking In
1. Click CLOCK IN on the homepage:
CLOCK IN
2. Click Continue on the confirmation screen.
Note: If you accidentally clock in to the wrong job, DO NOT clock out
immediately. Complete your shift, clock out and inform your manager
and timekeeper so the error can be corrected.
3. Click OK.
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Going on Meal Break
Returning from Meal Break
Note: Only meal breaks are recorded in VCU RealTime. Any
discretionary breaks are considered part of work time and are
not recorded.
1. Click CLOCK IN on the homepage:
1. Click BREAK on the homepage.
2. Click Continue on the confirmation screen.
3. Select the job code (if applicable) and click OK.
BREAK
CLOCK IN
Clocking Out for the Day
1. Click Continue on the confirmation screen.
1. Click CLOCK OUT on the homepage:
CLOCK OUT
2. Click Continue on the confirmation screen.
2. Click OK.
3. If you have any unread messages they will appear on the next
screen, to view click on the message. Click Continue when
complete.
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Clocking In and Out on Multiple Jobs
Missed Punches
If there is a break in working hours, including time to and from jobs, the
employee must clock out completely from the first job and then clock in
to the next job by selecting the applicable job code.
It is very important to clock in and out every day to ensure accurate
recording of time worked. Occasionally, you may forget or be unable to
clock in or out. If you attempt to clock in when your last action was a
clock in (or clock out when your last action was a clock out) the system
will prompt you to enter a missed punch.
1. Choose Continue on the “Missed Clock (In/Out)” box.
When an employee has multiple jobs and there is no break in working
hours, they can use CHANGE JOB CODE.
Click CHANGE JOB CODE on homepage.
CHANGE JOB CODE
1. Click Continue on the confirmation screen.
2. Select new job code.
3. Click Continue on the confirmation screen.
2. Click Continue.
3. You will be prompted to enter the time of the missed clock action.
Enter the time rounded to the nearest 15 minutes. For example, if
you arrived at work at 8:17 a.m., enter 8:15 a.m.
4. Click Continue.
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Note: You cannot correct more than one missed punch in a row. If
you miss more than one consecutive punch, your manager or
timekeeper will be required to correct your time.
EXAMPLE:
• If you forget to clock out at the end of the day on Monday, the
system will prompt you for a missed punch when you clock in on
Tuesday.
• If you forget to clock out on Monday AND fail to clock in on
Tuesday morning, the system will let you clock out on Tuesday with
no missed punch. However, your manager will have to correct that
entry before approving your time for payroll processing.
Viewing Hours, Last Punch, and Messages
You are responsible for viewing the hours you have recorded in VCU
RealTime and certifying that the time recorded is accurate. Be sure to
review for time entry errors and submit any missing leave requests.
Because employees cannot correct any time entries once they have
been approved, it is important to communicate with your manager and
timekeeper so that errors can be corrected before payroll processing.
•
Click VIEW on the homepage to display options:
VIEW
Hours – a weekly review of the hours you have recorded. To see
past weeks, scroll through using the << >> buttons.
• Last Punch – displays your last clocking action taken.
• Messages – Any messages from your supervisor or timekeeper can
be viewed on this screen. Once you have read the message, check
the Mark Read option and the status of the message will be
changed to Read. The message will no longer appear and your
manager or timekeeper will be able to see you have seen the
message.
•
Important Note about Rounding in RealTime
For employees who clock in and out, 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.
•
Examples of rounding:
• 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 a 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.
•
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As an hourly employee, you are paid for hours worked. Also, as an
hourly employee, you are restricted to an average of 29 hours per
week such that overtime is not normally an issue. In those cases
where you may be scheduled to work 40 hours in a particular week,
it is important to realize that the minutes you work could be
rounded up to result in overtime.
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. rounded to 12:47 p.m. (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.
It is important to observe your clocking in and out times carefully to
ensure you work a full shift and to avoid working any unapproved
overtime. Remember that any additional time worked must be preapproved and failure to arrive and depart timely could result in formal
disciplinary action if overtime is accrued without approval.
Time Sheet Entry
1. Click MANAGE TIME SHEET on the homepage:
MANAGE TIME SHEET
2. Click on Add under the day you would like to enter time for.
3. Enter the begin and end times for each segment. Click on Add for
additional segments.
Minutes Round To
:53-:07
:00
:08-:22
:15
:23-:37
:30
:38-:52
:45
Note: Time needs to be rounded to the
nearest 15 minutes.
EXAMPLE:
If you work from 8:07 a.m. to 5:09 p.m. with a lunch from 12:00 p.m.
to 1:00 p.m. You would enter a segment from 8:00 a.m. to 12:00
p.m. and segment from 1:00 p.m. to 5:15 p.m.
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4. Click Accept at the top of the screen to save your changes.
•
•
•
•
Note: If you do not select Accept, your changes will not be saved.
5. Your total hours will appear in the top right corner of your time
sheet.
Manage Time Sheet includes a number of buttons used to navigate
expedite and confirm changes to your time sheet:
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•
•
•
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Reject: This button cancels any changes made to your time
sheet for the selected range.
Accept: Saves changes made to time sheet.
Navigate Period: Use the calendar icon to select the week
you would like to display. You can also click on the previous
and next icons to cycle through the weeks.
Display Weekends: Check this box to enter time for Saturday
and Sunday shifts.
Edit: Use to make changes to the segment.
Clear: Use to delete the segment.
Copy: Select to copy the same segment to another day or
multiple days.
Auto Fill: Used to copy time worked from the previous week.
If you would like to copy the time sheet entry to other days in the week,
click on Copy, then select the day or days you would like to copy to and
click Paste.
Overtime
Overtime is governed by the Fair Labor Standards Act (FLSA). You must
be preapproved by your manager to work overtime. Although you will
be compensated for any unauthorized overtime, failure to receive
preapproval to work may also result in disciplinary action up to and
including possible termination of employment.
If you wish to receive overtime leave in lieu of pay, communicate with
your manager and timekeeper, and complete the “Overtime Leave
Employee Agreement” below. If approved and a written agreement is
on file, the timekeeper will adjust the hours to reflect overtime leave.
(Note: hourly employees are not eligible to accrue overtime leave.)
If you would like to copy the time sheet entry from a previous week,
click on Auto Fill and choose From previous week. This will copy all
hours worked from the previous week to the current week.
Note: If you used any leave in the previous week you will need add
the hours in for this week. Also, when you have requested leave for
the current week you will need to clear the segment worked that
copied from the previous week.
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Note: For more information about overtime and overtime leave, please
see the following links:
http://hr.vcu.edu/media/hr/documents/overtimeguidelines.pdfhttp://ww
w.hr.vcu.edu/hr-partners/user-access-guides-training/timekeeping/overtime-guidelines/
http://www.hr.vcu.edu/media/hr/docs/forms/Overtime_Leave_Option.pdf
Recording Time on Holidays or Office Closings
Requesting Leave (Faculty and Classified Staff)
If you are approved to work on a scheduled holiday or during an official
office closing, record your time as you would normally to receive
compensation for any hours worked.
VCU RealTime is the only approved method for requesting and
approving leave for faculty and classified staff. Paper leave slips and
other systems such as the VCU Leave Request System are no longer
allowed.
Recording Leave/Time during Office Closings
Holiday hours and official office closing hours will be loaded in the
system for the time approved by the university’s administration, based
on a default work schedule. You may need to communicate with your
timekeeper to adjust the hours of leave, if your work schedule differs
from the default hours.
1. On the homepage, click REQUESTS.
2. The View Request screen appears, defaulting to Calendar view
to change to list view click on the List tab.
If you work on a scheduled holiday and you are eligible for holiday
accrual, record your time as you would normally. Then contact your
timekeeper to ensure that holiday accrued is entered for the hours
worked.
In the case of an official campus closing, record your time worked as
you normally would, and communicate with your timekeeper to make
sure your hours for the week are correct. For example, if offices open
at 10 a.m., two hours of office closing leave will be loaded. If your
schedule or attendance differs from the approved office closing, your
timekeeper and manager will be responsible for editing your time as
appropriate, based on your actual schedule and attendance. If you
work during the authorized office closing, record your time worked, and
your timekeeper or manager will make the proper adjustments. Discuss
any different attendance for an office closing with them prior to
completion of the pay period.
3. Click Add to start a new request.
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REQUESTS
4. Enter leave request information (Date requested, Start time, Hours,
Days, Leave code and Description).
•
Complete the date requested, start time, number of hours and
leave code; description is optional. Leave Days at “1.”
To schedule multiple days off:
• Complete the date requested, hours per day, number of days,
and leave code fields; description is optional. Also, if you are
not requesting consecutive days, i.e. Friday and Monday, please
complete separate requests for each day.
To schedule a request for consecutive full and partial days:
• It is recommended that you complete separate requests for the
full days and the partial shift.
5. Click Save.
6. The leave request will appear as “pending” on the View Request
screen.
Sample Types of Request
To schedule a request for a full 8-hour shift:
• Complete date requested and leave code fields; description is
optional. The Start time will default to “09:00 AM”, Hours
“8:00”, Days to “1”.
To schedule a request for a partial shift:
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4. Click Ok.
Canceling Leave Request
(Faculty and Classified Staff)
Any cancellations must be done prior to your manager approving the
request. Once a leave request is approved or denied, only the
manager or timekeeper can make changes to the request.
1. On the homepage, click REQUESTS.
REQUESTS
2. The View Request screen appears; right click on the request to be
canceled.
3. Select Delete from the drop down box.
Conflicting Leave Segments: If there is a need for an employee to
have a conflicting leave segment they will need to work with their
supervisor or timekeeper to record the segment on the time sheet.
Exiting VCU RealTime
1. Click the Log Off button.
2. This will log you out of the system and terminate the CAS
authentication. Verify that you see this logout screen and exit your
web browser.
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References
•
Additional Support – realtime@vcu.edu
•
Information, training resources and web access links about VCU
RealTime can be found online - go.vcu.edu/realtime.
•
VCU Timekeeping Resources - http://hr.vcu.edu/hr-partners/useraccess-guides--training/timekeeping/
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VCU Leave Policies – Faculty: http://hr.vcu.edu/currentemployees/leave/faculty-leave/
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VCU Leave Policies – Classified: http://hr.vcu.edu/currentemployees/leave/classified-staff-leave/
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VCU Overtime Guidelines - http://hr.vcu.edu/hr-partners/useraccess-guides--training/timekeeping/overtime-guidelines/
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State Policy 1.25, Hours of Workhttp://www.dhrm.virginia.gov/docs/defaultsource/hrpolicy/pol1_25hoursofwork.pdf?sfvrsn=2
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Payroll Information - http://hr.vcu.edu/current-employees/payroll/
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