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GREENBURGH-NORTH CASTLE UNION FREE SCHOOL DISTRICT

TIMEPIECE – ADMINISTRATIVE REGULATION

INTRODUCTION The Greenburgh-North Castle Union Free School District (GNCUFSD) uses an electronic real-time, fully integrated time and attendance management system called Timepiece to capture all employee attendance records. Timepiece is a time and attendance management system that allows the District to accurately record, track, and report employee information in real time. This enables the District to efficiently process employee time worked and leave taken for payroll purposes. The following procedures and guidelines have been created to ensure accurate recordkeeping and compliance within the District.

OFFICIAL TIME OF RECORD The Timepiece time and attendance management system is the official timekeeping software for all employees. In order to ensure consistency of treatment for hourly paid employees, the data recorded in the Timepiece system shall be considered as the “official” record of the workday for the District. Any disputes over actual hours worked or attendance will be resolved by referring to the Timepiece records.

EMPLOYEE ID NUMBER AND FINGER TEMPLATE Every GNCUFSD employee is assigned an Employee ID Number upon hire for identification purposes throughout the District. The GNCUFSD ID number along with a Finger Template will be used to log in at each timepiece terminal location.

TIMEPIECE TERMINAL LOCATIONS Timepiece terminals are presently located in the main office of each of our four Academies. The timepiece terminal for Central Office is located in the hallway of the castle across from payroll.

DAILY LOG IN/LOG OUT REQUIREMENTS Employees are required to log in by their regularly scheduled start time and log out on or after their regularly scheduled dismissal time.

It is the employee’s responsibility to allow ample time to log in and log out according to their contractually agreed upon work schedule. Any need to be paid for additional time requires the completion of a timepiece edit form (adjusted work schedule section) and Building Administrator’s approval.

*LATENESS Effective July 1, 2015 Employees will be docked for all lateness. An employee is considered late when they log into the Timepiece system after their regularly scheduled start time. Start time for contractual employees is either 7:00 am, 7:30 am or 8:00 am. Start time for per diem employees is determined by their individual schedules. If an employee is late, their pay will be docked for each minute they arrive after their scheduled start time for that pay period.

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**REQUEST FOR EXCUSED LATENESS’S The district recognizes that there are times when extenuating circumstances occur. For this reason the district will excuse an employee’s first three (3) lateness. In order for the lateness to be considered as one of the three (3) excused, the employee must have informed the main office by 7:30 am and his/her arrival time must not have been later than an hour and a half (1 ½) from his/her scheduled start time. Please note that any lateness, no matter the time, as long as it is under 1 ½ hours, will count toward the 3 excused. Employees who are excused will need to fill out a timepiece edit form.

OFF-SITE EMPLOYEES Employees assigned to off-site locations must complete a weekly time-sheet.

MULTIPLE JOB CODES There may be instances where employees have multiple job codes. If an employee is paid from multiple funding sources or has more than one position within the district, they will be assigned a separate job code for each position. It is the responsibility of the employee to ensure that they are logged in on the correct code at all times. If you are unsure which job code you should be using, please contact your Building Administrator for clarification. Employees who have logged in incorrectly will need to complete the Timepiece Edit form and submit the signed form to their Building Administrator prior to the close of the pay period so their time can be corrected.

TAMPERING AND INTERFERENCE Any attempt to tamper with timepiece hardware or software or to attempt to interfere with another employee’s use of the timepiece attendance management system may result in termination in accordance with the law.

TIMEPIECE PROBLEMS If an employee is unable to log in or log out because of a terminal malfunction, accidental oversight, or other reasons, it is the employee’s responsibility to immediately inform their Building Administrator and complete the Timepiece Edit form. In this situation, the Building Administrator will manually correct the log in or log out information. This form must be maintained at the worksite. The Building Administrator will notify the Help Desk of any problems or malfunctions with the Timepiece Terminal. If a correction is needed for a workweek that has already closed, the Timepiece Edit form must be submitted to the Payroll Department to manually correct the error.

PROCESSING OF ELECTRONIC TIME REPORTS The GNCUFSD Payroll Office will close the work week in Timepiece according to a preset schedule to ensure that time adjustments are properly recorded. Building Administrators must resolve all missed log-ins and review terminal hours for their staff on the Monday following the close of a pay period. It is the PERSONAL RESPONSIBILITY of the employee to complete and submit any Timepiece Edit Forms in a timely manner. If the edit forms are not completed, the employee will be docked the time in question.

PROCEDURE FOR CLOSING THE WORKWEEK Every Monday morning, an e-mail will be sent from the Payroll Department to the Building Administrators notifying them that the approval of the Timepiece logs for the prior week are due by 3 o’clock that afternoon. It is understood that every Building Supervisor must review hours logged by their employees. If the Building did not close their terminal by 3 p.m., payroll will do an automatic close of the timepiece terminal. This will allow the workweek to be released for Payroll Processing but without the Timepiece Supervisor site level approval. Weekly building reviews will take place. Buildings that are not approving the current workweek by the deadline will be contacted and repeated violations may result in corrective action.

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Edits to the timepiece terminal should be done daily at the building level through a signed Timepiece Edit Form. These are maintained at the building level. In the event a terminal has closed and only as a last resort, edit forms must be sent directly to the payroll office with proper signatures, at which time the timepiece terminal will be updated. A copy of the Timepiece Edit Form can be found at the back of this manual.

DISPUTES OVER TIME LOGGED IN OR OUT In the event an employee has a dispute over time that was logged in or out, they should bring it to the attention of their building administrator immediately. The Timepiece system provides a record to assist in validating times and locations of all employee logs. Any dispute that cannot be resolved using the records provided should immediately be reported to the Assistant Superintendent and a Timepiece Log Dispute form must be filled out and submitted.

HOLIDAYS Employees who are eligible for paid holidays will have those days automatically programmed into the Timepiece time and attendance management system.

TIMEPIECE EDIT FORM Any corrections to time that occurs PRIOR TO THE CLOSE OF THE WORKWEEK require a Timepiece Edit Form. The form must be completed by the employee and signed by the Building Administrator prior to making any change to the employee’s time. The original Timepiece Edit Form is kept on file with the building supervisor and the employee is provided with a copy. Examples of changes would include:

• Correcting missed punches

• Adjusting the log in or log out times

• Entries against the wrong job code Any corrections to time that occur AFTER THE CLOSE OF THE WORKWEEK will also require a Timepiece Edit Form. The form must be completed by the employee and signed by the Building Administrator. When completed a copy of the form must be submitted to the Payroll Department. The original Timepiece Edit Form is kept on file with the building administrators and the employee is provided with a copy. The Payroll department cannot change or correct any electronic timepiece records without both the employee and supervisors signatures. Corrections resulting from a Timepiece Edit Form will be made on the next available payroll run if the workweek had already been paid.

TIMEPIECE SYSTEM AUDITS Timepiece data is subject to annual external audits and may be monitored by a third party to verify compliance. Additionally, the GNCUFSD Payroll Department in conjunction with the Internal Audit Department will monitor Timepiece data on a regular basis and review for irregularities or patterns. Any irregularities and/or patterns will be reported to the building Administrator and all findings will be investigated. If the investigation shows a staff member did not act in accordance with the regulation, progressive discipline will apply. The first instance will be a discussion with the Supervisor. The second instance will be a counseling memo in his/her personnel file. Third instance will begin position–appropriate disciplinary action.

ADDING AND REMOVING EMPLOYEES FROM SYSTEM Upon completion of all paperwork and to the extent possible, prior to the effective date of employment the payroll department will add employees to the Timepiece system. Building supervisors or other designated employee will register the employee’s finger template allowing them to begin using the Timepiece system.

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If an employee’s paperwork is delayed and the employee has not yet been entered into the Timepiece system, the employee should complete the Timepiece Edit form for any hours worked until they can submit their finger template. In the event of any difficulties in setting up an employee, please contact the Payroll Department. Transferring employees will be updated in the system when the Personnel Action Form (PAF) has been received in the Payroll Office from the Human Resources Department. FAILURE TO FOLLOW TIMEPIECE REGULATIONS Failure to comply with these regulations is as follows:

• The first infraction will result in a verbal warning from the building administrator • The second – fourth infraction will result in counseling memoranda • The fifth infraction will result in a meeting with the Superintendent or his designee • The sixth infraction may result in discipline, including suspension and /or possible termination, subject to law and/or

applicable collective bargaining agreements.

DEFINITIONS * Lateness: Arriving after scheduled time **Excused Lateness A period of time no longer than an hour and a half (1½) from an employees’ start time in which an employee will not be charged for lateness under certain specified conditions.

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TIME CLOCK PUNCH IN PROCEDURE:

Press ID button

Enter your FM ID number and press OK

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Select Job

Select Punch Type: “IN” to start shift / “OUT” to end shift

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To Change to another job: Repeat Steps 1 & 2 and then select a different job

Punch “IN” for a new job (system automatically ends old job)