Section Three:
Time Reporting

All Southeastern employees are required to report any variation in their work schedule on an Employee Exceptions Log, which is approved by their supervisor. All hourly employees are required to punch in and out to record their work time, and are to enter any missed punches in or out on a Missed Punch Log.

Click on the links below and learn Southeastern's time reporting policies and requirements for salary and hourly employees.

 

Time Clock

Time Clock Policies
Southeastern timekeeping policies that every employee should know. Includes Southeastern's rounding and grace policies.

Time Clock Locations
Where time clocks are located on Southeastern's campus.

Time Clock
How to Punch In, Out, or Switch Departments using your employee ID on TimeCentre's wall time clocks.

eTime Clock
How to Punch In, Out, or Switch Departments using TimeCentre's eTime Clock on the web. You will also learn how to install a shortcut to LEO's eTime Clock on your workstation.

Missed Punch Log
Learn how to record information on the Missed Punch Log. You will also find a Missed Punch Log you can print out here.

Employee Exceptions Log
Learn how to record infomration on the Employee Exceptions Log. You will also find an Employee Exceptions Log you can print out here.

 

 

 

Time Clock Policies
  • All hourly employees are required to punch in and out on an authorized LEO TimeCentre Time Clock in order to document time worked. Failure to comply can result in errors in payroll processing and payment for time worked. Continuous failure to clock in and/or out by hourly employees may result in disciplinary action.

  • All salaried employees such as 12-month Unclassified Staff, Department Heads, 12-month Faculty, 9-month Faculty, Graduate Assistants, Resident Assistants and Lecturers do not clock in or out.
  • Authorized Time Clocks are located throughout the University Campus. Employees may only use Southeastern Louisiana University computers to punch in or out on LEO TimeCentre eTime Clock.
  • Any employee who punches in or out from home, or any other unauthorized location, shall face disciplinary action. IP addresses on eTime Clock punches shall be closely monitored. Punching from an unauthorized location shall be considered payroll fraud, which is grounds for immediate termination. Any exceptions to this rule must first be approved in writing by the appropriate Vice President, and on file in the Human Resources Office prior to any employee clocking in or out from home.
  • No employee is permitted to clock in or out for another employee. Any employee who fails to clock in or out at the scheduled time must notify their Supervisor and indicate the correct time in or out on the Missed Punch Log maintained by the Timekeeper.
  • Excessive tardiness or absenteeism may result in disciplinary action.

 

 

Southeastern adheres to the following policy when calculating time worked by hourly employees:

Grace


Grace refers to when a time clocked in or out is not more then 7 minutes past a quarter hour (15-minute mark). The clocked in or out time is moved backward to the nearest quarter hour, and calculated for pay from that quarter hour mark.

Example:
Employee clocks in at 7:50 a.m. The time in is 5 minutes past the quarter hour (7:45), The time clocked in will be moved back to 7:45 a.m. and the employee's pay will be calculated as though the clocked in time was 7:45 a.m.

 

Rounding


Rounding refers to when a time clocked in or out is moved forward to the next nearest quarter hour (15-minute mark). This occurs when a time clocked in or out is within 7 minutes before the quarter hour mark.

Example:
Employee clocks in at 7:53 a.m. The time is 8 minutes past 7:45 a.m., and 7 minutes before 8:00 a.m. The time clocked in will be moved forward to 8:00 a.m., and the employee's pay will be calculated as though the clocked in time is 8:00 a.m.

Grace and Rounding rules apply to earning Overtime and Compensatory Time as well as work time.
Periods of 7 minutes do not earn Overtime or Compensatory Time. Overtime and Compensatory Leave is only earned in 15-minute increments.

 

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Time Clock Locations
 
  • West Stadium, 1st floor Janitor's Closet
  • Physical Plant, in breezeway
  • Lee Hall, Near Room 102, (available 7a.m. - 4:30p.m.)
  • Intramurals (old Men's Gym), Office on the right, near front doorway
  • University Police, across from dispatcher
  • North Oak Park, in the concession stand
  • University Center, hallway near Room 104
  • Student Union, hallway near Post Office
  • McClimans, hallway near Room 109
  • Library, 1st floor, hallway on right
  • Kinesiology, hallway near Room 120

 

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Time Clock


How to Punch In

How to Punch Out

How to Switch Departments


 

 

How to Punch In


1.

Always read the Display.
Time Clock asks for Function

Press the Green Start button.

 

2.

Time Clock asks for Badge ID

Swipe Employee ID Card.

Make sure magnetic strip is facing to the right, your right thumb on your photo.

 

3.

Time Clock reads Enter Department

If working in Home Deparment:


Press Enter


If working in another Department:


Using key pad on Time Clock, Key in 4-digit Department Number

Press Enter

 

4.

Time Clock should read Start Punch Accepted.

If Time Clock reads Invalid Entry, repeat procedure.

 

How to Punch Out


1.

Always read the Display.
Time Clock asks for Function

Press the Red End button.

 

2.

Time Clock asks for Badge ID

Swipe Employee ID Card.

Make sure magnetic strip is facing right, your right thumb on your photo.

3.

Time Clock should read End Punch Accepted.

If Time Clock reads Invalid Entry, repeat procedure.

 

How to Change Departments


1.

Always read the Display.
Time Clock asks for Function

Press Yellow Switch button

 

2.

Time Clock asks for Badge ID

Swipe Employee ID Card.

Make sure magnetic strip is facing right, your right thumb on your photo.

3.

Time Clock reads Enter Department

If changing to another Deparment:


Using key pad on Time Clock, Key in 4-digit Department Number


Press
Enter

If changing back to Home Deparment:


Press Enter

 

4.

Time Clock will read Change Punch is Accepted.

If Time Clock reads Invalid Entry, repeat procedure.

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eTime Clock

How to Punch In

How to Punch Out

How to Switch Departments

How to Install LEO's eTime Clock Shortcut


 

How to Punch In


1.

Access LEO's eTime Clock at http://tcapps.selu.edu/etimeclock/etimeclock.asp

 

2.

Always read the Display.
eTime Clock reads Enter SSN

Key in Social Security Number using keyboard
Press the Enter key on keyboard

 

3.

eTime Clock reads Press Function Key

Click on Start button using mouse

 

4.

eTime Clock reads Enter Department

Key in 4-digit Department Number
Press
the Enter key on keyboard

 

5.

eTime Clock should read Start Punch Accepted.

If eTime Clock reads Invalid Entry, repeat procedure.

 

How to Punch Out


1.

Access LEO's eTime Clock at
http://tcapps.selu.edu/etimeclock/etimeclock.asp

2.

Always read the Display.
eTime Clock reads Enter SSN

Key in Social Security Number
Press the Enter key on keyboard

 

3.

eTime Clock reads Press Function Key

Click on End button using mouse

 

4.

eTime Clock should read End Punch Accepted.

If eTime Clock reads Invalid Entry, repeat procedure.

 

How to Change Departments


1.

Access LEO's eTime Clock at http://tcapps.selu.edu/etimeclock/etimeclock.asp

 

2.

Always read the Display.
eTime Clock reads Enter SSN

Key in Social Security Number
Press the Enter key on keyboard

 

3.

eTime Clock reads Press Function Key

Click on Switch button using mouse

 

4.

eTime Clock reads Enter Department

Key in 4-digit Department Number
Press
the Enter key on keyboard

 

5.

eTime Clock should read Change Punch Accepted.

If eTime Clock reads Invalid Entry, repeat procedure.

 

How to Install a Shortcut to
LEO's eTime Clock on your Workstation


1.

Employees may install LEO TimeCentre eTime Clock on any work station as long as Internet Explorer 5 has been installed.

To begin, Right Click on the screen.
Be sure not to click on an icon.

 

2.

In the menu box that appears, Click (left click) on New.

 

3.

Click on Shortcut.

 

4.

Key in the following address on the Command line:

"c:\Program Files\Internet Explorer\IEXPLORE.EXE" www.selu.
edu
/timeclock

This should all be on one line, and quotes are included.

There is a space between Program and Files, Internet and Explorer, and the end quote and www. Remember to use a forward slash after selu.edu

 

5.

Click on the Next button.

 

6.

Key in eTime Clock to name the icon.

 

7.

Click on Finish.
The icon will appear on your work station.

 

If your Shortcut doesn't work:


1.

Right Click on eTime Clock icon created.

 

2.

Click on Properties.

 

3.

Click on Shortcut.

 

4.

Review URL (web address) in the Target field.

"c:\Program Files\Internet Explorer\IEXPLORE.EXE" www.selu.edu/timeclock

Make sure all capital letters, slashes, spaces, periods, and quotes are correct. Make necessary corrections.

 

5.

Click the OK button. The shortcut should now work properly.

If you still have problems, contact TimeCentre at ext. 3801

 

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Missed Punch Log

Click here for a Missed Punch Log


 

 

The Missed Punch Log is used to record the proper punch time whenever an hourly employee fails to punch in or out for any reason. Employees should report any time they miss punching in or out to the Supervisor via the Missed Punch Log kept by the Timekeeper. The Timekeeper will correct the missed punches in LEO TimeCentre 2000e.

The employee should indicate on the Missed Punch Log:

  • the date
  • name and social security number
  • the time in or time out missing
  • a brief explanation why they did not punch in or out on the Time Clock
  • sign their initials

The Timekeeper initials the form when the punch has been corrected on Missed Punches in LEO TimeCentre 2000e.

The Timekeeper should attach the Missed Punch Log with the Employee Exceptions Logs for each pay period, and keep on file for a minimum of three (3) years.

Click here for a Missed Punch Log.

 

   
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Employee Exceptions Log

Click here for an Employee Exceptions Log


 

 

The Employee Exceptions Log is used to record requests for leave time or to work additional time, and also to record actual leave time taken or additional time worked by an employee. The Timekeeper uses the Employee Exception Log to make the proper adjustments to the employee's Time Sheet.

All leave time or additional work time must be approved by the Supervisor. Timekeepers do not make the changes on the employee's Time Sheet in LEO's TimeCentre until the Supervisor has approved the request. Employees may, if the Supervisor allows, use e-mail to request additional time or leave time. The employee sends requests by e-mail to the Supervisor, with a duplicate of the e-mail sent to the Timekeeper. The Supervisor replies by e-mail to the employee, sending a duplicate to the Timekeeper, who then attaches the request and approval or denial to the Employee Exception Log.

 

9-month Faculty, Graduate Assistants, Resident Assistants, and Lecturers


Although TimeCentre's System Administrator maintains time sheets for 9-month Faculty, Graduate Assistants, Resident Assistants, and Lecturers, Timekeepers are responsible for maintaining Employee Exceptions Log for these employees. The Timekeeper must turn in any Employee Exception Logs completed for these employees to the Systems Administrator by 4:00 p.m. on the date that the pay period ends for payroll processing.

 

The Employee Exceptions Log is to be completed in Blue or Black ink by the employee.
The Timekeeper will note any adjustments to the Employee Exceptions Log in Red ink.

The employee should complete identifying information on top left side of form including name, department number, social security number, pay period.

 

 

To Request Leave Time:


1.

In the Leave Request box, the employee fills in:
- Date in the Date column
- Beginning and ending time in the Time column

 

2.

The employee then records the total amount of Leave Time requested in the appropriate column(s).
KO = Compensatory Overtime Leave
KS = Compensatory Straight Leave
A = Annual Leave
B = Sick Leave
SP = Special Leave or any other type of Leave
LWOP = Leave Without Pay
FMLA = Family Medical Leave

 

3.

The employee indicates why the leave is being taken in the Remarks column, and then initials it.

 

4.

The employee initials the request and enters the date in the Date of Request column.

 

5.

The Supervisor must initial to indicate approval or to deny approval for Leave time.

 

6.

The Timekeeper initials the form in the appropriate column after the employee's Time Sheet in TimeCentre has been adjusted to reflect the leave time taken.

 

 

To Request Additioanl Work Time:


1.

Employees indicate request for additional work time on the second side of the Employee Exception Log in the Request box.

 

2.

The employee indicates if the request is for Overtime or for Compensatory time.

 

3.

The employee indicates why the additional work time is being requested in the Reason for Request field.

 

4.

The Supervisor marks and dates whether the request is Approved or Not Approved. The Supervisor then signs the Request.

 

 

To Record Additional Time Worked:


1.

In the Certification of Additional Time Worked box, the employee fills in:
- Date in the Date column
- Beginning and ending time in the Time column

Any additional time worked by an employee must be approved by the Supervisor prior to the employee working the additional time.

 

2.

The employee then records the reason for the additional work time in the Due To column.

 

3.

The Timekeeper indicates the amount of additional time worked in the appropriate category for the employee.
OT= Overtime Pay
SOT= Straight Overtime Pay
KOE= Compensatory Overtime Earned
KSE= Compensatory Straight Overtime Earned

 

4.

The Timekeeper initials the Certification of Additional Time Worked box when the time is entered into LEO's TimeCentre.

 

  Click here for an Employee Exceptions Log.
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