Lexington County School District One is implementing an automated time and attendance system (TimeClock Plus).
The primary reasons for implementing an automated system are:
• Replace existing paper form timesheets and leave requests • Reduce the time spent by timekeepers calculating hours worked, additional pay, compensatory time, etc. • Reduce the use of Payment for Services Rendered forms • Improve accuracy and consistency in calculations
A pilot of the automated time and attendance system (TimeClock Plus) will start on January 3, 2018. This pilot will only include three schools and all of central services departments except Transportation. The three schools will be Gilbert Elementary, Pleasant Hill Middle and Lexington High. This pilot will exclude substitutes but will include temporary employees at the pilot locations. Timekeepers will continue to enter substitute time worked via BusinessPLUS Timecard Online.
All employees, exempt and non-exempt, at the pilot locations will be required to submit leave requests via TimeClock Plus commencing January 3, 2018.
All non-exempt employees at the pilot locations (with a few exceptions) will commence clocking in and out on January 3, 2018.
The remaining schools and departments will commence using TimeClock Plus in one or two future roll-outs. The dates of these roll-outs will be determined based on the success of the pilot.
WHO WILL USE THE WALL CLOCKS
Employees subject to federal wage and hour rules and are subject to overtime and/or compensatory time will clock in and out at the Wall Clocks. These employees currently write their time worked each day on paper time sheets. Employees that will be required to clock in and out are:
• Support Staff • Food Service Managers • Substitutes • Temporary Employees
In addition, these employees can use the Wall Clock to review and approve their time worked, submit leave requests and view leave balances. These tasks can also be done using a web portal called the Web Clock.
Employees that are not required to clock in and out, will not use the Wall Clocks for any task.
WHO USES THE WEB CLOCK
Administrators, certified staff and licensed professionals (occupational therapists, registered nurses in head school nurse positions, and career specialists) will not use the Wall Clocks for any purpose. These employees will use the web portal, the Web Clock, to submit leave requests and view leave balances. All other employees can use the Web Clock to review and approve time worked and submit leaves requests.
Administrators, certified staff and licensed professionals will continue to follow the protocols at their locations for accountability purposes. The link to the WebClock portal is at the top of the page.
MANAGERS AND TIMEKEEPERS
Managers and timekeepers responsibilities regarding leave and time will remain much the same with TimeClock Plus. However, it will change how the responsibilities are done. Timekeepers will be the first line reviewer/approver for employees that clock in and out. They will also take steps to make sure leave requests have been submitted via TimeClock Plus in a timely manner. Managers will be either your principal, chief officer, director or other supervisor that has be designated to approve your leave requests and give the final approval on time worked for employees that clock in and out. Managers and timekeepers will complete these tasks through another portal. The link to the Manager portal is at the top of the page.
We have developed number of documents concerning the automated time and attendance system, TimeClock Plus. The Time Clock Guidelines document provides the overall time and attendance guidelines for Lexington County School District One. This document does not provide step by step instructions for using TimeClock Plus. Step by Step instructions can be found in the documents below.
“HOW TO” DOCUMENTS FOR MANAGERS AND TIMEKEEPERS How to Approve Time on Behalf of An Employee How to Enroll Employees Required to Use the Wall Clock How to Guide for Timekeepers and Managers How to Run the Leave Request Report How to See Actual Time Punched on Screens
FORMS The Time Clock Edit/Missed Punch Form will be completed by employees that clock in and out to report time they missed clocking in or out, need to make an adjustment to the 30 minute automatic lunch break, or used the wrong job code.
The Leave Correction Form will be completed by any employee that needs to make changes to leave that needs any change to the type of leave or the hours requested after the leave request has been approved by the Manager.