The University currently captures time reporting via the submission of blue time sheets or the Kronos Time Management System.

Blue time sheets reflect the hours worked and not worked in increments of six minutes (tenths of an hour).

The Kronos reporting system requires an employee to swipe in at the start of his or her shift and to swipe out at the conclusion of the shift. The Kronos system also uses tenth-of-an-hour increments for time reporting (that is, "in" and "out" punches are rounded forward to the nearest tenth of an hour). Based on observations of time reporting practices during the first six months using the Kronos system, an adjustment is being made to round "out" punches back to the nearest tenth. This change will be implemented for the pay period starting on
1/16/00. Supervisors will be able to see the change for the first time on 1/21/00, after the prior pay-period information is locked.

Time capture guidelines

• Staff are expected to be at work at their assigned starting times and remain working until the end of their assigned shifts.
• Staff are not to swipe in more than five minutes prior to the start of their shifts.
• Staff are to use a time capture device at a specified location.
• Staff are paid for all the time they work. This includes work that may occur prior to or after the normal assigned shift or working through a lunch or meal period.
• Prior to approval, supervisors need to ensure that time records are revised and edited to reflect actual work time. The supervisor approval of a record indicates agreement with the time reported.

Guiding principles on work hours

• Staff are to arrive at work prior to their shifts and need to reach their actual work sites after swiping and do not engage in any work activity prior to the start of their shifts.
• Staff depart from work at the end of their shifts and need a few minutes to reach a swiping device and do not engage in any work activity after their shifts.
• Staff who arrive late will not be paid for time not worked and will be subject to disciplinary action.
• Staff who depart early will not be paid for time not worked and will be subject to disciplinary action.
• Should any work be performed prior to the start of an assigned shift or after an assigned shift, the employee will be paid for all time worked.
• Depending on the length of the shift, employees may be eligible for a lunch/meal period. If operating situations require employees to work during their meal periods, they will be paid for this time. To accomplish this in Kronos, the supervisor overrides the automatic lunch/meal breaks.

Representatives from the Office of Human Resources are available to participate in staff meetings to discuss this subject, regulations, and other personnel policies. Specific questions about compliance with labor laws should be directed to Medical Center Human Resources representatives, x5-4989, or the River Campus Human Resources Office, x5-7756.

Questions about Kronos, time reporting processes, and the system-generated reports that are available to assist supervisors and managers can be directed to PERC via e-mail (PERC@acs.rochester.edu) or to the time management system Web site at www.uis.rochester.edu/acs/tms.htm.

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