UAMS ADMINISTRATIVE GUIDE

NUMBER: 4.3.01
DATE: 12/01/2000
REVISION:

3-1-2000 changes: This policy replaces the former policy entitled "Bi-weekly timesheets" and is a summary of the Accutime (Kronos) system with employee responsibilities, Timekeeper responsibilities, Payroll and CIS/Technology Services responsibilities. New forms are attached.

PURPOSE

Accutime (Kronos) is the electronic system which captures punches and records other hours to be paid for all UAMS employees. The system is programmed with rules which ensures that UAMS complies with the Fair Labor Standards Act (FLSA) on issues of time recording, rounding, overtime, comp time and record keeping. Both non-exempt (hourly) and exempt (salaried) employees are paid from hours posted to this system.

Each department must assign at least one "Timekeeper" to monitor clocking, to input exceptions and to post time-off hours as necessary for each employee to be paid correctly.

Payroll is charged with training timekeepers as well as operational responsibility to move hours from the system into the payroll software to issue checks. Further, Payroll must maintain and enhance the system to reflect current compensation practices of UAMS.

Clinical Information Systems and Technology Services/VCFA are charged with maintaining the technical integrity of the system, including software, clocks, servers, and other aspects of the system.

Paper timesheets for biweekly and monthly employees will be used only in case of emergency, per the Kronos disaster plan.

1. Non-Exempt employees (hourly) (see definitions in Admin Guide 4.2.01, Overtime)¹ are required to record their daily working time routinely. Depending on department decisions, this will be

1. by clocking IN and OUT routinely, including use special codes for call back, education, and cost center transfer, utilizing time clocks or telephone units to interact with the Accutime system. Timeclocks utilize a bar code on the Employee ID; telephones require manual input of the employee ID number. [Employee Clocking Instructions] See 3.1.16, Identification Badges.2
2. by manually recording total hours for the day on a paper time sheet, for entry into the system by the Timekeeper. The department must maintain these records for three (3) years.
3. Employees with two positions ("concurrent") will be issued two Employee ID badges, for use while working in each of the two positions.

2. Exempt employees (salaried) should not use clocks or telephones, nor otherwise record their specific daily hours in the Accutime system. Timekeepers will enter hours-to-be-paid into the system for exempt employees. [Monthly Instructions]
3. All employees must communicate with their Timekeeper on issues of

• Clocking exceptions (non-exempt only) where they forgot to clock or where system failures prevented accurate recording of time.

• Time off exceptions of vacation, sick, holiday, comp time, and other types of time. If an employee is off work due to illness at the end of a pay period, he may request or the supervisor/timekeeper may initiate the loading of an appropriate number of sick hours without the written request.

Several forms are available for use by all employees as necessary; department may also create their own forms and other devices to communicate exceptions. It is the responsibility of the employee to ensure that exceptions are communicated to the Timekeeper, and not the Timekeeper’s responsibility to discover clocking exceptions. [Leave or Clocking Exception Request and Weekly Clocking Exception Log]

4. Errors in payroll caused by an employee’s failure to accurately record time or to communicate with timekeepers regarding time-off requests may be paid in a subsequent payperiod. Continued neglect of accurate time reporting may be cause for disciplinary action.
5. Employees who clock for another employee, clock from an unauthorized location, or change or falsify time records will be subject to termination for gross misconduct.

1. Timekeepers will attend training on Accutime prior to being granted authorization codes and system access. Training schedules are routinely published by Payroll and Training Consortium.
2. A Timekeeper Training Manual is issued at the time of training as a resource for systems operations. Updates are issued periodically by HR/Payroll. All items necessary for running Accutime are included in the manual, including

• Payrule Explanation
• Paycode Listing and Explanation
• Labor Accounts

3. Each Timekeeper must use his own unique ID and Password when working in the system.
4. The Timekeeper role includes the following

• Train new employees in use of ID badges, time clocks, telephones, or paper timesheets used for recording time.
• Review Accutime timecards on a routine basis, correcting punches where necessary. Any apparent problem or malfunction with the system should be reported immediately to Payroll or CIS/HELP desk. [Accutime Help]
• Enter time off and other non-clocked times , based upon employee’s communication on clocking and time-off exceptions.
• Perform final review and "sign –off" on timecards prior to payroll, to ensure that employees pay is as accurate as possible.
• Report underpaid hours for either Fast Pay or Retroactive payment3

5. All timekeepers are a part of the domain group "UAMS timekeepers" which is used for emergency communication as well as routine information and update on the Accutime system.

1. Payroll is responsible for training all timekeepers and assisting them with any application problems.
2. Payroll will maintain rules and programs within Accutime to reflect FLSA and UAMS pay practices. This includes maintaining contact with the local vendor and Kronos corporate personnel as necessary.,
3. Payroll will ensure proper payroll processing, including

• monitoring timekeeper "sign-off" and other quality assurance measures
• producing and transmitting time files to the payroll system for payment

4. Payroll and Human Resources will maintain communication with Timekeepers through "UAMS timekeepers" domain group.

1. Clinical Information Services is responsible for the proper functioning of hardware (including servers and timeclocks), server and client software, and communication mechanisms (LAN) required for Accutime to function properly.
2. Technolocy Services, Vice Chancellor for Fiscal/Administation, is responsible for interfaces from Accutime to the payroll software, and for enhancements to Accutime which require interface to HR systems.