UAMS ADMINISTRATIVE GUIDE
|SUBJECT:||USE OF ACCUTIME (KRONOS) TIME AND ATTENDANCE SYSTEM|
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.
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.
ROLE OF EMPLOYEES: [Policies Governing Employee Usage of Accutime]
- 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
- 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.
- Employees with two positions ("concurrent") will be issued two Employee ID badges, for use while working in each of the two positions.
- 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 Timekeepers responsibility to discover clocking exceptions. [Leave or Clocking Exception Request and Weekly Clocking Exception Log]
ROLE OF TIMEKEEPERS
- Payrule Explanation
- Paycode Listing and Explanation
- Labor Accounts
- 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 employees 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
ROLE OF PAYROLL
- monitoring timekeeper "sign-off" and other quality assurance measures
- producing and transmitting time files to the payroll system for payment
ROLE OF CIS and TECHNOLOGY SERVICES
1UAMS Policy 4.2.01, Overtime compensation