thursday, august 20, 2015 rosiel marasco. why are we here today? ensure compliance with policies...
TRANSCRIPT
Hourly Student employee meeting Graduate Student Orientation
Thursday, August 20, 2015
Rosiel Marasco
Why are we here today?Ensure compliance with policiesKnow what Kuali TIME isGet started in the right way
1. Assignment – faculty member
2. Contact your supervisor
3. Communicate with your supervisor weekly
Memo
4. Requirement - University’s timekeeping system: Kuali TIME, to accurately record the hours you work by clocking in and out.
5. 5 or 10 hours per week maximum
6. Break – after 6.5 hours continuous work
7. If unable to use TIME correctly • Delayed payment• Disciplinary action up to and
including termination
Memo
8. Minimum GPA required – 3.0 or higher (employment AND scholarship)
<3.0 GPA - immediate suspension of your support.
9. Academic Code of Conduct http://www.indiana.edu/~code/
Violation of the code of conduct will result in termination of your support.
10. Employment policies of Indiana University http://policies.iu.edu/policies/index.shtml
Memo
Your expectations of us:
Supervisor-regularly communicate with you regarding work expectations and performance matters. -utilize regular performance feedback, as well as performance improvement plans, if needed, to communicate with you.
If improvement is not made and work performance is not satisfactory, you maybe assigned to another supervisor or your employment may be terminated.
Memo
Kuali TIMEWhat is Kuali TIME?How to access Kuali TIMEReasons for clocking in and outWhy you have to use the Kuali TIME
system instead of a paper timesheetWhat happens if you do not use TIME
correctly?
What is Kuali TIME?(Time Information Management System)Automated system Used to collect time and attendance dataUsed system-wide to record time worked.Records time worked in two-week periods 20,000+ users at IUPayrollRecords time synchronously—real time
clocked in and out.
Why do you have to clock in and out?
Federal Fair Labor Standards Act (1938)IU is subject to this law Hourly employees of IU are coveredRecordkeeping is required
You accepted employment at IU you agree to abide by IU’s employment policies keep track of your time worked
How to access Kuali TIME1.Log into OneStart at https://onestart.iu.edu 2.Go to Services Tab at the top of the webpage.
(Red box) 3.Click on Administrative Systems on the left
side of the page. (Green box) 4.Click on the TIME link in the left menu, and
then click on the Enter Kuali Time link. (Blue boxes)
Time Detail Tab
Add Timesheet Notes
Why do you have to use the Kuali TIME system instead of a paper timesheet?
IU Policy FIN-PAY-IV-270 Recording of Timekeeping in TIME
Why do you have to use the Kuali TIME system instead of a paper timesheet?Accountability and efficiencyAutomatedAccuracyMaintain compliance with the federal Fair
Labor Standards Act (FLSA) requirement for employees to report time worked
IU Policy FIN-PAY-IV-270Recording of Timekeeping in TIMEApplies to all hourly staffRequired to record their work hours
How? By clocking in and out of the system daily (synchronously).
Work hours may not be entered in advance of the time worked.
Hours recorded must be approved by a person with knowledge of the employee’s hours worked (the supervisor—NOT Robyn or Michelle). This individual is called the TIME approver.
What happens if you do not use TIME correctly?
IU Policy FIN-PAY-IV-270Recording of Timekeeping in TIME
“Failure to comply with any provisions of this policy and/or falsification of TIME documents could result in disciplinary action up to and
including termination. ”
Most common errors (and their corrections)1. Not clocking in and out
o Use the missed punch feature (allowed 1x per day)o Enter a note into the TIME system AND send an email to Robyn
(BHI) or Michelle (HCC) asking them to make corrections. Include date and specific times.
2. Forgetting to clock out (run-on time) Use the missed punch feature Set a timer to clock out
3. No break taken after 6.5 hours of work Set a reminder to take a 30 minute break and clock out
4. Clocking in as soon as you enter the building, before actually beginning work Clock in when you start working, clock out when finished working
5. Logging hours during class DON’T DO IT
6. Clocking in and working on homework DON’T DO IT
Points to remember and helpful hintsWorkload must support the hours worked
Not enough work? TALK TO YOUR SUPERVISORDo not clock in for 5 or 10 hours just to be paid without
work. Falsification of timesheet
Use the missed punch featureEnter a note into the TIME system AND send an email to
Robyn (BHI) or Michelle (HCC) asking them to make corrections. Include date and specific times. They will confirm these hours with your supervisor.
Set a timer to clock outSet a reminder to take a 30 minute break after 6.5 hours,
and clock out. Clock back in when you return to work.Talk to your SupervisorProgram DirectorRobyn or
Michelle
Hourly pay periods and pay datesPay Date Schedules for 2015-2016 academic year
Pay Period Begin Date Pay Period End Date Check Date
8/16/2015 8/29/2015 9/11/2015
8/30/2015 9/12/2015 9/25/2015
9/13/2015 9/26/2015 10/9/2015
9/27/2015 10/10/2015 10/23/2015
10/11/2015 10/24/2015 11/6/2015
10/25/2015 11/7/2015 11/20/2015
11/8/2015 11/21/2015 12/4/2015
11/22/2015 12/5/2015 12/18/2015
12/6/2015 12/19/2015 12/31/2015
12/20/2015 1/2/2016 1/15/2016
1/3/2016 1/16/2016 1/29/2016
1/17/2016 1/30/2016 2/12/2016
1/31/2016 2/13/2016 2/26/2016
2/14/2016 2/27/2016 3/11/2016
2/28/2016 3/12/2016 3/25/2016
3/13/2016 3/26/2016 4/8/2016
3/27/2016 4/9/2016 4/22/2016
4/10/2016 4/23/2016 5/6/2016
4/24/2016 5/7/2016 5/20/2016
5/8/2016 5/21/2016 6/3/2016
Thank youContacts:BHI Department - Robyn Hart ([email protected])
Bioinformatics, Health InformaticsHCC Department - Michelle Mitchell ([email protected])
HCI, MASPayroll – Nancy Barker ([email protected])
Jeff Hostetler ([email protected])
General questions – Rosiel Marasco ([email protected])
Hourly Student employee meeting Graduate Student Orientation
Thursday, August 20, 2015