Section Five:
Timekeeping in TimeCentre

Click on the links below and learn how to access LEO's TimeCentre and complete Timekeeping tasks.

Step One:
Access Leo's TimeCentre 2000e

Click here and learn how to log into TimeCentre.

Step Two:
Select Your Employees in
Parameters Dialog Box

Click here to learn how to limit the selection of employees you wish to work with in TimeCentre. This especially helpful to those Timekeepers with large departments or more then one budget unit.

Step Three:
Review Employee Time Reporting Forms

Learn how to review employee time records, including Missed Punches and employee Time Sheets in TimeCentre, for errors and/or changes that might need to be made in TimeCentre.

Step Four:
Correct Missed Punches

Learn how to correct any missing punches in TimeCentre from the Missed Punch Log filled out by employees.

Step Five:
Check for Duplicates and Overlaps

Duplicate and Overlaps in time usually occur when there is an error on the Time Sheet. Learn how to correct any duplicate or overlap of time in TimeCentre.

Step Six:
Correct the Employee's
Time Sheet in Edit Time

Any changes in an employee's work schedule is recorded on the employee's Time Sheet in Edit Time. Learn how to enter any Leave time employees may have taken, as well as any other changes in their work schedule.

Step Seven:
Review and Adjust Compensation for Additional Time Worked

Any additional time an employee works must be appropriately applied as Overtime or Compensatory time earned. Learn how to correctly apply time worked in the appropriate pay category, whether it is regular work time, or overtime/compensatory time earned in Edit K-Time.

Step Eight:
Review Your Work

It is important to review your work, especially before payroll deadlines. Learn how to review your work and look for any errors you may have made.

 

Learn how to apply time correctly when an employee works on a Holiday.

Back to Top

 

 

Step One:
Access Leo's
TimeCentre 2000e

Set your screen display

Access TimeCentre


1.

Set your screen display.

Before accessing Leo's TimeCentre 2000e, you will need to make sure that your computer's display settings are at 800X600 pixels. This will allow for easier viewing of TimeCentre forms. To do this:

  • Click on Start button located in the bottom left corner of your screen.



  • In the menu, Click on Settings, then Click on Control Panel.



  • Click on Display.
  • Click on Settings file folder tab.



  • Slide the bar on Desktop area until it reads 800 by 600 pixels.
  • Click the Apply button and restart computer if it asks you to.

 

2.

Access TimeCentre.

Click on Internet Explorer.

 

Go to Southeastern's home page (http://www/selu.edu).

Click on the LEO icon located under the menu column on the left.

Scroll down the list of menu options, and Click on Click here to login to TimeCentre under the TimeCentre menu option.

TimeCentre's log in page should appear.

In the User Name field, Key in your TimeCentre User ID.

In the Password field, Key in your TimeCentre password.

Click the Log On button.

TimeCentre's main menu page should appear.

If you do not know your User ID and Password, contact TimeCentre at extension 3801.

 

3.

You are now ready to select the employees you want to work with. Proceed to Step Two to select your employees in the Parameters Dialog Box.

Back to Top - Step One
Back to Top - Timekeeping in TimeCentre

 

 

 

Step Two:
Select Your Employees in the
Parameters Dialog Box

Access the Parameters Dialog Box

Narrow your selection by category or dates

Narrow your selection by pay period


1.

Access the Parameters Dialog Box.

In the menu bar across the top of Leo's TimeCentre 2000e, Click on Parameters.

The Parameters Dialog Box should appear.

The Parameters Dialog Box is especially helpful to Timekeepers who have large departments, or are responsible for several budget units. The Parameters Dialog Box allows you to to narrow down your choice of employees to just the ones you wish to work with.

 

2.

Review the employees listed in the Selected Box.

The top of the Parameters Dialog Box contains two boxes, one titled Available (on the left)

and one titled Selected (on the right).

When you first enter TimeCentre, all the employees you are responsible for are listed in the Selected box. You have access to all employees listed in the Selected box (on the right) when you are working on time records.

 

3.

Select the employees you wish to work with.

If you only want to work with certain employees, you can "deselect" all the employees you do not wish to view.

  • Click and highlight the names of the employees you do not want to work on. (Press your Shift key to select more then one at a time).



  • Click the Deselect button. The employee's name should move to the Available box.



  • Click the Save Selections button.

  • Click the Close button.



  • Click the Refresh button on your toolbar.

 

Remember, you have access to the time records of only those employees listed in the Selected box.

 

4.

You may also narrow your selection in the Parameters Display box by category or by particular dates.

These options are designated in the boxes located under the Selected and Available box.

For example:
You may narrow your selection of employees you wish to work with by their Home Department, located in the By Category box.

Click the radio button next to Home Department. You will notice that all your employees will be moved to the Available box and will be organized by Work Departments.

Click and Highlight the Home Department you wish to view, then Click the Select button.

Click the Save Selections button, then Click the Close button.

Click the Refresh button on your tool bar. You now will only have those employees in the Home Department you selected available for you to work with.

You can only choose one option at a time.
You must Save your Selection, then Click the Refresh button on the tool bar before you can make another choice to further narrow employee selection.

 

5.

The Parameters Dialog Box allows Timekeepers to choose which pay period they would like to view.

The option "Select Period" includes:

  • Today
    Today limits the Timekeeper to transactions completed that day.

  • Current Period
    This limits the Timekeeper to transactions in the current pay period.

  • Next Period
    Nest period limits the Timekeeper to transactions in the next pay period. This is particularly helpful when the previous pay period has not been closed out by payroll, and Timekeeper wants to work with transactions presently taking place.

  • All Open Transactions
    All Open Transactions allows the Timekeeper to work with any pay period that has not been closed out by payroll, including current transactions.

  • Historical
    In order to select this option, the Timekeeper must first click Historical and then select the dates they wish to view from the "Date" option in the lower right corner of the Parameters Dialog Box. Click the "Date From" box and key in the beginning date (ex. 11/1/99) of the period desired. Click the "Date To" and key in the ending date of the period desired. Please Note: This is a Read Only selection. A Timekeeper may not edit time when this option is selected.

Remember:
After you have made your selection, Click the Save Selections button. Click the Close button, then Click the Refresh button on the Internet tool bar. You can only choose one option at a time.

 

6.

You are now ready to proceed to Step Three and review time reporting forms, including your paper logs (Missed Punches Log and Employee Exceptions Log) and TimeCentre's time reporting forms.

 

Back to Top - Step Two
Back to Top - Timekeeping in TimeCentre

 

 

 

Step Three:
Review Employee
Time Reporting Forms

Review Employee Exceptions Log

Review Missed Punches Log

Review Missed Punches in TimeCentre

Review Time Sheets in TimeCentre


1.

Review time reporting forms.

Once you have selected the employees you wish to work with, you will need to review time reporting forms for each employee. This includes:

  • Employee Exceptions Log
    The Employee Exceptions Log is a paper log maintained by the Timekeeper. Each employee fills out a separate Employee Exceptions Log when there is any variation in his or her normal work schedule. (See Section 3, for further explanation of the Employee Exceptions Log.)

  • Missed Punch Log
    The Missed Punch Log is another paper log maintained by the Timekeeper. Anytime an employee misses punching in or out, the employee makes a note of the missed punch on the Missed Punch Log. (See Section 3 for further explanation of the Missed Punch Log.)

  • Missed Punches
    Missed Punches is an electronic form found in LEO's TimeCentre 2000e. Missed Punches lists any missing punches employees may have in TimeCentre. Any time listed on Missed Punches will not appear on the employee's Time Sheet. You will want to print out TimeCentre's Missed Punches.
    To access and print out the Missed Punch form in TimeCentre:

    1. Click Reports on the menu bar.



    2. Click Exceptions in menu column on left.

    3. Click Missed Punches. The Missed Punches report should appear.



    4. To print, click the Printer icon at the top of the form, and the form will print out.

  • Time Sheets
    Edit Time, found in the Edits menu column, contains the employee's Time Sheet in TimeCentre.
    To access employee Time Sheets:

    1. Click Edits in menu bar.

    2. Click Edit Time from the menu column on left.



    3. Click the drop-down arrow in the employee box located in the upper right hand corner. Click on the employee desired from the list. (All drop-down boxes are in alphabetical order.) The Time Sheet for that employee should then appear on your screen. It is not necessary to print out the Time Sheet.

You can enlarge the size of the employee's Time Sheet by Clicking the Hide Menu option of the menu bar.

 

2.

Compare employee's Time Sheet in TimeCentre with the Employee Exceptions Log, the Missed Punch Log, and the printout of Missed Punches from TimeCentre.

Make a note of any errors that need adjusting.

 

3.

You are now ready to proceed to Step Four and correct any missed punches.

Back to Top - Step Three
Back to Top - Timekeeping in TimeCentre

 

 

Step Four:
Correct Missed Punches

Access Missed Punches in TimeCentre

Correct any missing punches


1.

Determine if the employee is missing any punches.

Only complete punches (a punch in and a punch out) will appear on employee Time Sheets in Edit Time. This means that any time an employee misses a punch in or out in TimeCentre, the time will not show on the employee's Time Sheet in Edit Time.

Incomplete punches (punches that are missing an in or out punch) appear on the Missed Punch form in TimeCentre. To make the punch complete, you will need to key in the missing time in or out on the Missed Punch form in TimeCentre. Once you have entered the missing punch on the Missed Punch form in TimeCentre, the completed punch will appear on the employee's Time Sheet in Edit Time. The employee should have indicated the punch missing on the Missed Punches Log (the paper log maintained by the Timekeeper).

Do not try to correct Missed Punches on the employee's Time Sheet in Edit Time. Any missing punches must be corrected in Missed Punches.

 

2.

Access Missed Punches in TimeCentre.

To Access Missed Punches:

  • Click Edits on menu bar.
  • Click Missed Punches from the menu column on the left under Exceptions.

 

3.

Correct any missing punches.

  • Click on the field with the missing punch, and key in the date and time missing. Type the date, then a space, and then type the time (For example: 7/13 16.30).
    Note: Time is based on 24-Hour Time (Military Time) and 1:00 p.m. = 13:00, 2:30 p.m. = 14:30, etc.



  • Click the Save button on the task bar at the bottom of the form. Do not press the Enter key on your keyboard.



  • Once the Save button pops back up, click the Refresh button on the task bar to apply the adjustment you made.


The corrected line will no longer appear on the Missed Punches form.


The completed punch will now appear on the employee's Time Sheet in Edit Time.

4.

Once you have corrected any missing punches, you will need to view Duplicate and Overlaps to make sure you have no other discrepancies on the employee's Time Sheet. Proceed to Step Five and check for Duplicates and Overlaps.

Back to Top - Step Four
Back to Top - Timekeeping in TimeCentre

 

 

Step Five:
Check for
Duplicates and Overlaps

Access Duplicates and Overlaps in TimeCentre

Correct any duplicate or overlap punches


1.

Access Duplicates and Overlaps.

TimeCentre's Duplicate and Overlaps show any multiple punches for a given time frame that may have occurred. Overlaps occur when a portion of time is counted twice. Timekeepers and Supervisors may accidentally create duplicate or overlapping punches. It is important to view Duplicates and Overlaps before adding time to an employee's Time Sheet in Edit Time.

  • Click on Edits in the menu bar across the top of TimeCentre.

  • Click on Duplicates and Overlaps in the menu column on the left under Exceptions. The Duplicates and Overlaps form should appear.

Don't forget to Click Show Menu on the menu bar so the menu column on the left will appear on your screen.

 

2.

Correct any Duplicate Punches or Overlapping Punches

If there are any Duplicate or Overlapping punches, the Timekeeper will notice that there are "C" punches (Clocked punches) and "E" punches (Edited punches). If both types of punches are indicated, usually Timekeepers will want to eliminate "E" punches rather then "C" punches. "E" punches generally are errors made by the Timekeeper editing an employee's Time Sheet.

Once the Timekeeper is able to identify which is the incorrect punch:

  • Click and highlight row that is incorrect.

  • Click the Delete button on the task bar at the bottom of the form.



  • A prompt box will appear. Click Yes if the correct row is highlighted.

  • Click the Save button on the task bar Do not press the Enter key on your keyboard.



  • When the Save button pops back up, then click the Refresh button.



    The incorrect punch should no longer appear on the Duplicates and Overlaps form.

Please note that an employee can have more than one set of in and out punches for the same day and not have duplicate punches. For example an employee can punch in at 7:45am and out at 9:00am, and then punch in at 10:30am and out at the end of the day at 4:30pm (16:30).

 

3.

Anytime an employee works on a Holiday:
A duplicate punch is created when an employee works on a Holiday. This is the one time that Timekeepers do not want to eliminate duplicate punches for that day.

 

4.

The Timekeeper will now want to review the updated information on the employee's Time Sheet in Edit Time. Proceed to Step Six and access the employee's Time Sheet in Edit Time.

Back to Top - Step Five
Back to Top - Timekeeping in TimeCentre


 

 

Step Six:
Correct/Adjust
Time Sheets in Edit Time

Access employee Time Sheet in TimeCentre

Check employee Leave balances

Add missing in and out punches for time worked

Add any Sick/Leave time taken

Make any necessary changes to existing punches

Correct Lunch time


1.

Access the employee's Time Sheet in Edit Time.

Once you have finished correcting any missing punches and corrected any Duplicates and Overlaps, you will want to review the updated information and verify that the information is correct on the employee's Time Sheet in Edit Time.

  • Click Edits in the menu bar across the top of TimeCentre.



  • Click Edit Time in the menu column on the left. (Don't forget to Click on Show Menu first if you previously hid your menu.)

  • Click the drop down arrow in the employee box located in the top right corner of the form.



    Click
    on the employee you wish to work with. (All drop-down boxes are in alphabetical order. The Timekeeper may do a search by keying in the first few letters of the employee's last name. TimeCentre will automatically search and display names with those letters.)

The Time Sheet in Edit Time is used to enter any Sick Leave, Compensatory Leave, or Annual Leave time taken by the employee. The Timekeeper may also add punches here only if the employee did not punch in or out that day. (In other words, the time for a complete punch is missing.)

Salary employees do not punch in or out in TimeCentre. TimeCentre will automatically populate their Time Sheet with their normal work schedule. Any changes to their work schedule can be adjusted by the Timekeeper in Edit Time.

Before making changes on the Time Sheet, the Timekeeper should review the Employee Exceptions Log. Employees are to fill out the Employee Exceptions Log any time there is a change in their normal work schedule. The Departmental Supervisor should approve this form before the Timekeeper makes any changes to the employee's Time Sheet in Edit Time.

Timekeepers should always review Missed Punches and Duplicates and Overlaps before making any changes to an employee's Time Sheet in Edit Time. Please remember that missed punches or incorrect punches are not corrected on the Edit Time form. These are corrected on Missed Punches or Duplicates and Overlaps, depending on the error. Once corrections are made in Missed Punches, the punches will appear on the employee's Time Sheet in Edit Time. Although Duplicate and Overlapping punches will appear on the employee's Time Sheet in Edit Time, they should be corrected in Duplicates and Overlaps.

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

Departmental Timekeepers will maintain Employee Exceptions Logs for 9-month Faculty, Graduate Assistants, Resident Assistants, or Lecturers, and must forward them with supporting documentation to the Systems Administrator by 4:00 p.m. on the date the pay period ends. The System Administrator will make any necessary adjustments for these employees. Contact TimeCentre at extension 3801 for the Payroll Deadline Schedule.

 

2.

Check employee Leave balances.

Before entering Leave time on an employee's Time Sheet, you will want to make sure the employee has enough Leave time.

At this time, Payroll will supply Timekeepers the Leave Balances for all employees in their department each pay period. In the future TimeCentre will allow Timekeepers access to Leave Balances electronically.

Employees can refer to their last Pay Advice Stub for a record of their Leave Balances.

 

3.

Add any Missing Punches for time worked

Timekeepers should add punches in Edit Time only if both the in and out punch are missing. Always check Missed Punches before adding punches in Edit Time. Correct missing punches in Edit Time only when both the in and out punch are missing.

  • After accessing the employee's Time Sheet in Edit Time, click the New button located on the task bar at the bottom of the Time Sheet. It will add a new row to the bottom of the form. Notice the message in red across the top of the Time Sheet.



  • Click the drop down arrow that appears in the Pay Type column on the new row. Click on Edited Paid in the menu list that appears.



  • The Punch Type will populate automatically once Pay Type is chosen. Punches made by the employee record as a "C" punch type. Punches added by the Timekeeper appear as an "E" punch type (C=Clocked, E=Edited).

  • Use your Tab key on your keyboard to tab to Department Number. TimeCentre will automatically populate the employee's home department number. If the employee worked in a department different then his/her home department, key in the four-digit department number where the employee worked. Do not press the Enter key.

  • Tab to the Date In field. Key in the date the employee worked (ex: 7/14).



  • Tab to the Time In field. Key in the time the employee began work (ex: 8.30). You may use a period instead of a colon to separate the hour from the minutes.



  • Tab to the Date Out field. Key in the date. This should be the same as Date In.



  • Tab to the Time Out field. Key in the time the employee ended work (ex: 11.30).



  • Lunch time should automatically populate once the employee has accumulated 6 or more hours on a particular date.

  • Total Time will automatically be calculated.



  • Click the Save button on the task bar at the bottom of the form.



    Once the Save button pops back up, click the Refresh button.



    This will apply all the adjustments you just entered onto the employee's record. TimeCentre will automatically put the punches in chronological order.

  • Review and make sure the information added is correct.
4.

Add any Sick/Leave time taken

  • After accessing the employee's Time Sheet in Edit Time, Click the New button on the task bar at the bottom of the form.



    This will add a new row to the bottom of the Time Sheet. A message in red will appear across the top of the form, reminding you that there is an incomplete entry.

  • Click on the drop down arrow in the Pay Type field.



    Click
    on choice, whether it is Sick Leave, Annual Leave, Compensatory Leave, or other type of Leave. You may need to scroll down to find your choice. If the employee is taking more than one type of leave, you must insert a new row for each type of leave taken.

  • The Punch Type field will populate automatically once Pay Type is chosen.

  • Tab to the Department Number field. This field will automatically populate with the employee's home department number. If the employee worked in a department other then his/her home department, key in the four-digit department number the employee worked in. Do not press the Enter key.

  • Tab to the Date In field. Key in the date Leave was taken (ex: 7/13).



  • Press the Tab key on the keyboard, and tab to the Total Time field. Key in the total number of Sick or Leave hours taken.



  • Click elsewhere on the Time Sheet to review your work.



    The Time In field will default to 00:00 when entering leave time. (00:00 = midnight, which is the start of the pay period for the day.)
    Date Out, Time Out, and Lunch time should be left blank.

  • Click the Save button on the task bar at the bottom of the form.



    When the Save button pops back up, click the Refresh button. This will apply all the adjustments you just entered onto the employee's record. TimeCentre will automatically put the punches in chronological order.

  • The Timekeeper should then review and make sure information added is correct.

 

5.

Make any necessary changes to existing punches.

  • After making sure the correct employee is selected, click the appropriate field that needs correcting, whether it is time in or out. Make sure you have the right row with the right date.




  • Key in the correct time (ex: 14.30). Do not press the Enter key. Tab out of the field and review your work.



  • Click the Save button on the task bar at the bottom of the form.



    Once the Save button pops back up, click the Refresh button. This will apply the adjustment you just entered on the employee's Time Sheet.

  • Review your work and make sure it is correct.

 

6.

Correct Lunch Time

Lunch time is automatically deducted on an employee's Time Sheet if they worked 6 or more hours. These hours do not have to be consecutive for TimeCentre to automatically populate the lunch time. Student workers do not have a lunch schedule; TimeCentre automatically applies a lunch time to regular employees only.

  • Employees who work through their lunch period should record this information on the Employee Exceptions Log. Access the employee's Time Sheet in Edit Time.

  • Find the correct row for the day the employee needs his/her Lunch adjusted. Click on the Lunch field.



  • Key in the correct amount of lunch time taken.



    If the employee did not take a lunch, the Timekeeper must place a "0" in the column. A value must be placed in this column, or TimeCentre will automatically repopulate the employee's lunch time.

  • Tab out of the field to review your work. TimeCentre will automatically adjust the Total Time worked.



  • Click the Save button on the task bar at the bottom of the form. Do not press the Enter key. Once the Save button pops back up, click the Refresh button.



    This will apply all the adjustments you just entered onto the employee's record.

  • Review your work and make sure it is correct.

 

7.

Once you have completed the employee's Time Sheet in Edit Time, you will need to proceed to Step Seven and make sure any additional time worked is properly applied as Overtime earned or Compensatory Time earned.

 

Back to Top - Step Six
Back to Top - Timekeeping in TimeCentre

 

 

 

Step Seven:
Review and Adjust Compensation for
Additional Time Worked

Access and view Employee Rules

Access Edit K-Time

Review Edit K-Time defaults

Make necessary adjustments in compensation


1.

When employees work more hours than their designated work schedule, they accumulate time that must be accounted for as either:

  • Paid Overtime (OT),
  • Compensatory Straight Time Earned (KSE),
  • Compensatory Overtime Earned (KOE), or
  • Straight Overtime (SOT).

The purpose of Edit K-Time is to account for an employee's total work time each day in the proper pay categories, whether it is regular time, compensatory time, or overtime. Edit K-Time in TimeCentre does not affect the total time worked by an employee.

Before making adjustments in Edit K-Time, the Timekeeper will need to know an employee's classification. To do this, the Timekeeper will want to access "View Employee Rules."

Access and Review Employee Rules:

  • Click Edits on menu bar. Click View Employee Rules in the menu column on the left. (Don't forget to Click on Show Menu first if you previously hid your menu.)



  • Click the drop-down arrow on the employee box in the upper right hand corner. Click on employee from the list.



  • Employee Rules contains pertinent information about the employee, such as the employee's home department, Supervisor, and a description of the employee's classification.
    Please note: This is a Read Only form. Timekeepers cannot edit any information on this form.




  • Scroll down the screen. If the KSE box is checked, the employee is eligible to receive Compensatory Straight Time Earned.



  • If the KOE box is checked, the employee is eligible to receive Compensatory Overtime Earned once requirements for this is met.

  • If the Salary box is checked, the employee is a salaried employee rather than an hourly employee. Salaried employees do not punch in and out in TimeCentre. TimeCentre auto populates Time Sheets for Salaried employees.

  • If the Exempt box is checked, the employee is exempt from earning Paid Overtime at the time and one-half (1-1/2) rate.

  • Review the Lunch Rules field.



    Meal 1 indicates the employee's scheduled lunch period is 30 minutes. Meal 2 indicates a 45-minute lunch break is applied, and Meal 3 indicates a 60-minute (1-hour) lunch break is applied to the employee's schedule once 6 hours are worked in a day.

 

2.

Access Edit K-Time.

  • Click Edits on menu bar across the top of TimeCentre.

  • Click Edit K-Time in the menu column on the left.



  • Click the drop-down arrow in the employee box located in the upper right hand corner.



    Click
    the employee desired from the list.

 

3.

Review Edit K-Time.

TimeCentre applies automatic default settings for additional compensation according to employee classification.

These defaults are to assist the Timekeeper on the Edit K-Time form, and are not intended to dictate any pay rules to the departments. The method of payment to an employee for time worked, whether it is monetary compensation or compensatory leave earned, must be determined according to the rules set forth by Southeastern, the University of Louisiana System, Fair Labor Standards Act and Civil Service. Within those guidelines, the method of payment may be at the discretion of the department Supervisor. TimeCentre will not override any information entered by the Timekeeper while editing an employee's time.

Below is a general explanation of employee types and defaults in Edit K-Time.

Default for Salaried Employees
Salaried employees include:
Unclassified Staff
Department Heads
12-month Faculty
9-month Faculty
Graduate Assistants
Resident Assistants
Lecturers


Salaried employees are not eligible to receive Paid Overtime. TimeCentre will put all time worked in Regular Time (RegT). It is the responsibility of the Timekeeper to edit and move additional time worked into Compensatory Straight Time (KSE) if the employee is eligible to earn Compensatory Leave time.
Please note: the President, the Provost, the Executive Assistant to the President, Vice Presidents, Assistant Vice Presidents, Deans, the Athletic Director, the Assistant Athletic Director, the Associate Athletic Director, Coaches, Assistant Coaches and the Director of the Library are salaried employees that are not eligible to earn Compensatory Leave time for working over 40 hours per week. They can earn Compensatory Leave for working on a Holiday.

Default for Exempt Hourly Employees
Exempt Hourly employees include:
Classified Exempt
on Job Appointments, Probational Appointments, and Permanent Appointments
Exempt Classified Restricted Appointments
(do not earn Compensatory Time)

Exempt employees earn additional compensation at the straight rate. TimeCentre will begin calculation for the default at the beginning of the current pay period and examines all time data from that date forward on a 7-day basis. When an employee's total time (paid worked time and paid leave) exceeds 40 hours on a 7-day basis, the system will go back to the beginning of the week and distribute Compensatory Straight Time (KSE) on a daily basis where the hours are greater than 8 hours. It is the responsibility of the Timekeeper to edit and move any additional time to Straight Overtime (SOT) if the employee meets the requirements and the Supervisor has approved it.

Default for Nonexempt Hourly Employees
Nonexempt Hourly employees include:
Classified
on Job Appointments, Probational Appointments, or Permanent Appointments
University Police 207K Plan

on Job Appointments, Probational Appointments, or Permanent Appointments
Classified Restricted Appointments
(do not earn Compensatory Time)

Nonexempt Hourly employees earn additional compensation at straight and overtime rates. Calculation for the default starts at the beginning of the current pay period and examines all time data from that date forward on a 7-day basis (or 14-day basis for University Police 207K Plan employees). When an employee's total time (paid time worked and paid leave) exceeds 40 hours (or 86 hours for University Police 207K Plan employees), the system goes back to the beginning of the week (or 14-day period for University Police 207K Plan employees) and distributes Straight Overtime (SOT) on a daily basis where hours are greater than 8 hours (or greater then 12 hours for University Police 207K Plan employees). It is the responsibility of the Timekeeper to change the additional time worked to Compensatory Straight time instead of the Paid Straight Overtime, if this is what the employee is eligible to receive. When an employee's total paid work time (with no leave time) exceeds 40 hours (or 86 hours for University Police 207K Plan employees), the following rules apply:
For Classified Nonexempt and University Police (207K Plan) employees
TimeCentre goes back to the beginning of the week and distributes Compensatory Overtime (KOE) on a daily basis where hours are greater than 8 hours (or greater than 12 hours for University Police 207K Plan employees).
For Nonexempt Classified Restrictive employees
TimeCentre goes back to the beginning of the week and distributes Paid Overtime (OT) on a daily basis where hours are greater than 8 hours.

Default for Student Workers and Unclassified Hourly Part-time
When Student Workers and Unclassified Hourly Part-time employees (or Nonexempt Classified Restricted employees) exceed forty (40) hours of total paid work time in a seven-day work period, TimeCentre goes back to the beginning of the week and distributes Paid Overtime (OT) on a daily basis where hours are greater than 8 hours. It is the responsibility of the Timekeeper to move additional time earned to the appropriate column if it should be different than the default.

Timekeepers should remember that all overtime must be pre-approved by the Supervisor, who also approves if it should be accounted for as paid time or compensatory time.

Please note that any overtime earned by a Classified Restricted employee, whether straight time or time and one-half (1-1/2) overtime, must be paid in monetary compensation. Employees on Restricted Appointments cannot earn Leave.

 

4.

Make necessary adjustments to compensation for additional time worked.

Employee time should be accounted for in the appropriate pay column:

Regular Time (RegT)
Paid Overtime (OT)
Compensatory Straight Time (KSE)
Compensatory Overtime (KOE)
Straight Overtime (SOT)

  • Click on field in the appropriate date line that needs adjusting. Highlight field and Key in the correct amount of time.



  • Tab to another field. The Over/Under (+/-) column on the right end of that row should reflect the difference between the total time the employee worked and the amount of time that is accounted for on the row.



  • On the same row, Click the field under the column that the additional time worked needs to be classified as, and Key in the correct amount of time.



  • Tab to another field. Check the Over/Under (+/-) column on the date line just adjusted to make sure that the total is "0". If the Timekeeper does not enter the correct adjustment, this column will reflect the amount over/under that is in error.



  • Once the over/under (+/-) column reads "0", Click the Save button on the task bar at the bottom of the form.



    Once the Save button pops back up, Click the Refresh button. This applies the changes made to the employee's form.

  • Once you have completed all adjustments for the employee, Review your work and make sure it is correct.


 

5. Employee time should now be correctly accounted for in the right pay column in Edit K-Time. Proceed to Step Eight and review your work for errors.
Back to Top - Step Seven
Back to Top - Timekeeping in TimeCentre

 

 

 

Step Eight:
Review Your Work

Print out employee's Time Sheet in TimeCentre


1.

At the end of each pay period before payroll deadlines, the Timekeeper should review his/her work one more time to make sure all changes made in Edit Time are correct.

 

2.

Review the Missed Punches form and Duplicates and Overlaps form in TimeCentre. Make sure they are cleared of any missed punches or duplicates/overlaps in time.

 

3.

Access the employee's Time Sheet in Edit Time and compare it to the Missed Punch Log filled out by the employee. Make sure the employee's punches are correct.

 

4.

Access the employee's Time Sheet in Reports, and compare it with the Employee Exceptions Log filled out by the employee. Make sure that all time designated as the employee's work schedule is accounted for, whether as work time or leave time. Make sure that approved Overtime and Compensatory Leave time is accounted for correctly.

It is recommended that Timekeeper's view an employee's Time Sheet in Reports because it is easier to spot mistakes.

If you would like to print out
an employee's Time Sheet:


  • Click Reports on the menu bar under the TimeCentre logo.

  • Click on Time Sheets in the menu column on the left under Time.

  • Click on the Group Toggle Tree button. A list of employess should appear. Click on the employee you wish to work on.

  • Click the Print button on the task bar located at the top of the Time Sheet. The Time Sheet should print out.

 

Back to Top - Step Eight
Back to Top - Timekeeping in TimeCentre

 

 

 

When an Employee
Works on a Holiday

Access employee's Time Sheet in TimeCentre

Adjust Holiday Leave

Create a new entry matching clocked time

Review Holiday entries

Access Edit K-Time and make appropriate adjustments


1.

Employees working on a Holiday, if eligible, may receive Holiday Leave plus either Paid Straight Time/Paid Overtime or Compensatory Straight Time/ Compensatory Overtime, as designated by the Holiday Schedule and their employee classification. Southeastern's Holiday Schedule is located on the Human Resources web page. Timekeepers can view employee classification in TimeCentre's Employee Rules.

Click here for Southeastern's Holiday Schedule.

Click here for instructions on how to view Employee Rules.

 

2.

Access the employee's Time Sheet in Edit Time

  • Click on Edit Time under Edits on the menu column on the left. (Don't forget to Click on Show Menu if you previously hid your menu.)



    Click
    the drop down arrow in the employee box and Click on the employee's name. The employee's Time Sheet should appear.

  • Holiday Leave is auto-populated by TimeCentre for those employees who are eligible to receive Holiday Leave.



    When an employee works on a university-observed Holiday, the Timekeeper will see two entries for the date. One will be for Holiday Leave, the other for the employee's clocked time.



    If the employee is a salaried employee, you will not see the second row of clocked time. You will need to add a new row of Edited Paid time, and key in the time in and time out the employee worked based on the employee's Exception Log.

3.

Adjust Total Time for Holiday Leave to coincide with the time the employee worked on the Holiday.

  • In order to compensate the employee correctly, the Timekeeper must subtract the number of hours that the employee worked from the Holiday Leave.
    For example:
    Employee works 3 1/2 hours on a Holiday. The total amount of Holiday Leave the employee actually took was 4 1/2 hours (8 - 3 1/2 = 4 1/2).

  • Click on the Total Time field on the row containing the Holiday Leave. Key in the correct amount of Holiday Leave the employee took.



  • The employee now has two entries for the day - one entry that is Holiday Leave, and one entry that indicates the time the employee worked on the Holiday.



    The combined total hours of these two rows should be equal to 8 hours.

 

4.

Add a third entry for the Holiday in Edit Time.

  • Click the New button on the task bar at the bottom of the Time Sheet. This will add a new row at the bottom of the Time Sheet.



  • Click the drop down arrow in the Pay Type field. Click on Edited Paid.

  • Tab to the Department Number field. TimeCentre will automatically populate with the employee's home department number. If the employee worked in a different department then his/her home department, key in the four-digit department number that the employee worked in. Do not press the Enter key.



  • Tab to the Date In field and Key in the date of the Holiday. Tab to Time In field and Key in time the employee began work. Tab to the Date Out and Time Out fields and Key in this information also.



    Be sure you are matching the employee's clock time in and out time for the Holiday.

  • Lunch time and Total Time will automatically populate once you save and refresh the form. Click the Save button on the toolbar at the bottom of the Time Sheet. When the button pops back up, Click the Refresh button. TimeCentre will automatically put the punches in chronological order.

 

5.

Review your work.

The employee will now have three entries for the Holiday:


*One entry with the correct amount of Holiday Leave

*One entry with the employee's clocked in and out time (or edited paid time for salaried employees)

*One entry with the edited time in and out that matches the employee's clock in and out time.

This will create a Duplicate Punch in the Duplicates and Overlaps form. This is the one instance that the Timekeeper will not delete the duplicate punches.

Review your entries to make sure they are correct, and make any necessary changes. Don't forget to Save and Refresh any changes you make.

 

6.

Access Edit K-Time and make necessary adjustments.

  • The Timekeeper will now want to access Edit K-Time to move the entries just made into the appropriate pay categories. Click on Edit K-Time in the menu column on the left under Edits. (Don't forget to Click on Show Menu if you previously hid your menu.)

  • The Timekeeper should see the three entries for the Holiday in Edit K-Time:


One entry will indicate Pay Type as Holiday, with the amount of Holiday Leave taken in the Total Time column.

A second entry of clocked time the employee actually worked on the Holiday, defaulted to whatever the automatic default is for that employee.

A third entry of edited time, which is defaulted to whatever the automatic default is for that employee.

  • The Timekeeper will want to move the employee's clocked time (the second entry) to the Regular Time (RegT) field if it defaulted to another field. Click on field that needs adjusting. Press the Delete key on the keyboard. Click on the RegT field and Key in the time.



  • Check the Over/Under (+/-) column on the row you just adjusted to make sure that the total is "0". If the correct amount was not keyed in the RegT field, this column will reflect the amount over/under that is in error. Make any necessary adjustments.
  • Review the edited time (the third entry) that TimeCentre defaulted, and make sure that the defaulted time is in the appropriate pay category based on the type of time the employee may earn on the Holiday (either paid time or compensatory time). Click on field that needs adjusting. Press the Delete key on the keyboard. Click on the correct field and Key in the time.



    Click here to view Southeastern's Holiday Schedule to determine the type of compensation allowed for the particular Holiday.

  • Review the the Over/Under (+/-) column and make sure it reads "0" on each of the three rows created for the Holiday.



  • Click the Save button on the task bar at the bottom of the form. Once the Save button pops back up, then Click the Refresh button. This applies the changes made to the employee's form.

 

7.

Review your work.


The employee now has:

Holiday Leave for the number of hours the employee actually took Holiday Leave for,

Regular work time for the number of hours the employee actually worked on the Holiday, and

Either Paid Overtime/Straight Overtime or Compensatory Overtime/Compensatory Straight Time (whichever the employee is eligible to receive for the Holiday) for the number of hours the employee worked on the Holiday.

*Timekeepers need to remember that when an employee works on an observed Holiday, a duplicate punch must be created in order to compensate them correctly. The Timekeeper does not want to delete this duplicate punch in the Duplicates and Overlaps form.

 

Back to Top - When an Employee Works on a Holiday
Back to Top - Timekeeping in TimeCentre