Arkansas State University

Time Tracker for Employees

Contents Helpful Information ...................................................................................................................................... 2

Accessing Time Tracker ................................................................................................................................. 3

Clocking In and Out ....................................................................................................................................... 4

Updating Your Work Schedule ...................................................................................................................... 5

Failing to Clock In/Out .................................................................................................................................. 7

Failing to Clock In/Out for Lunch .................................................................................................................. 8

Leave Requests ............................................................................................................................................. 8

Employee Views .......................................................................................................................................... 10

Time Conversion Chart ................................................................................................................................ 13

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Helpful Information

The Time Tracker system is utilized by full-time, Non-Exempt employees to Clock In and Out

each day worked for their primary assignments and to submit Leave Requests.

Graduate Assistants use Time Tracker to Clock In and Out.

The work week is between Monday and Sunday. Time Tracker will lock the previous week’s

records every Monday at 11:59p. No changes or additions can be made after this time for the

previous week.

Chrome is the recommended browser for Time Tracker, but Time Tracker is accessible through

other browsers such as Firefox, Internet Explorer and Safari. Please ensure that the browser

you use is up-to-date.

To troubleshoot viewing issues, delete your Internet History. Below are instructions for

deleting your internet history through Chrome. Instructions for other browsers can be found

here.

1. Click on the Tools menu 2. Click on History twice

3. Click on Clear browsing data

4. Close the browser and reopen to log in again.

Contact Payroll Services at 972-2293 for assistance.

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Accessing Time Tracker

1. Log in to my Campus: https://mycampus.astate.edu/ 2. Click on the Time Tracker icon in the Leave and Timesheet Reporting section

3. The LDAP login screen will appear ask for your username and password. Please re-enter your myCampus credentials on this screen.

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Employee Dashboard The dashboard gives employees the capability to do the following:

1. Clock in and out 2. View daily and weekly summary of clocked time, leave taken and total hours 3. Submit leave and time requests 4. View pending leave and time requests

Clocking In and Out 1. In the Time Card section, click on the

Out button to Clock In 2. Click on the In button to Clock Out. Please do NOT double click on this button.

Make sure the Clock In or Out action has completed successfully before logging out.

After clocking In or Out, the Time Card will disable until the next quarter hour.

If you clock in or out for leave purposes, please submit the appropriate leave request.

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Updating Your Work Schedule Any changes to the work schedule will need to be made on the first day of each work week and

cannot exceed the max hours per week (typically 40 for Full-time; 20 for GAs).

1. Click on the Employee menu 2. Click on SCHEDULE

Your default schedule will display as shown below:

To change the Start and/or End Time:

Click on the existing time and make the change

Click on Submit Request

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To remove an existing work day:

Click on the Start Time and click on the Archive button

When working past midnight, a separate record will need to be inserted as follows: o Start Time to End Time of 11:59 p.m. o Start Time of 12:00 a.m. to End Time o Example: 10:30 p.m.-11:59 p.m., then 12:00 a.m.-6:30 a.m.

To add a new work day:

Click on the New Request button

3. Enter the Start and End Times for each workday 4. Click on Submit Request

Once submitted, your schedule will be updated for the work week.

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Failing to Clock In/Out If you fail to clock in or out, clock in or out immediately and modify your time card.

1. Click on EMPLOYEE>TIME>CARD 2. Click on time in or out to be modified. Example: Today at 8:15 AM 3. Enter the new time 4. Submit

Once submitted, your supervisor will receive an email notification to Approve or Deny. Your

request can be withdrawn before it’s approved.

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Failing to Clock In/Out for Lunch If you forget to clock in or out for your lunch break, you can adjust your time.

You can submit a time request one of two ways:

Time Request Option #1:

1. Click on the Employee menu 2. Click on TIME>REQUESTS 3. Click on New

4. Select the Date 5. Select the Time In and Time Out 6. Enter Comments regarding the request 7. Click on Submit

Once submitted, your Supervisor will receive an email notification to Approve or Withdraw.

Leave Requests This is to be used for leave time taken or leave requested in advance. Please note that leave

submitted for future dates will not be approved by your supervisor until the week of the

requested dates.

Multiple days can be submitted per leave request, but you cannot

combine different leave types in the same request.

1. Click on the Employee menu 2. Click on LEAVE 3. Click on New 4. Select the appropriate Leave Type 5. Select the date from the Calendar and enter the appropriate hours. Please enter your

leave hours in whole or quarter hour increments.

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6. Click the Plus button (Multiple dates can be entered here by selecting the add button.)

7. Enter Purpose of Request in the Comments section 8. Click Submit

Once submitted, the Supervisor will receive an email notification to Approve or Withdraw.

Notes:

Authorized Leave – When campus closes early. For example: before Christmas or Thanksgiving

break.

Inclement Weather Leave – To be utilized by employees for delayed openings due to weather

(a maximum of 2 hours).

Wellness Release and Education Release - Employees may make use of a three (3) hour per week release time benefit for physical fitness purposes. This program is year round benefit and is available to fulltime, benefited employees. This benefit may not be used in conjunction with the educational benefit. Employees who wish to make use of this benefit should see their supervisor.

Leave Types Compensatory Wellness Release FMLA Sick Child Education Jury Duty Sick Vacation Military Leave Education Release Emergency Paid Leave Authorized Leave Inclement Weather

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Employee Views To view hours worked:

1. Click on the Employee menu 2. Click on TIME>CARDS 3. This view displays the clock in and out hours

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To View Time Sheet History:

Time Sheet reports are generated every hour. Please note that this will cause a slight delay in

the accuracy of your time sheet information.

1. Click on the Employee menu 2. Click on TIME>SHEET 3. Select the option to view

Daily: Displays the times clocked in and out each day.

Daily Summary: Displays the total hours worked each day.

Weekly: Displays the total hours worked for the week (Monday through Sunday).

Monthly: Displays the total hours worked for the month.

Yearly: Displays the total hours worked for the year.

Weekly Summary: Displays leave hours + total time clocked and shows difference between the two to equal 40 hours.

Example of Daily:

Example of Daily Summary:

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Example of Weekly Summary:

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Time Conversion Chart The chart below shows the minute range and what the rounded time will be if you clock in

during these times.

Example:

Clocked Time: 7:52 a.m. will round to 7:45 a.m. Clocked Time: 7:53 a.m. will round to 8:00 a.m. Clocked Time: 8:07 a.m. will round to 8:00 a.m. Clocked Time: 8:08 a.m. will round to 8:15 a.m.

Please remember that time is accrued and taken in 15 minute increments.