• Guidelines

     
    Overview
    As we are all aware, a few years ago the District has implemented the KRONOS electronic timekeeping system in order to automate the timekeeping process and to stay in accordance with the Fair Labor Standard Act (FLSA). This system, which has replaced handwritten timesheets, will be used by all non-exempt employees of the District.

    Official Time
    In order to ensure consistency of treatment for employees, the data recorded in the KRONOS system shall be considered as the official record of the workday. Any disputes over actual hours worked or attendance will be resolved by referring to the official KRONOS records. Absences (e.g. personal, sick days) will be reported through AESOP and imported into KRONOS weekly.

    Methods for Reporting Time
    The terms “clock in”, “punch in” and “swipe in” or “out” all have the same meaning. They refer to the action whereby an employee slides his/her ID badge through the slot on a time clock which reads the employee’s badge number and transmits this information to the KRONOS timekeeping database. Employees may also use the time stamp method by computer access or ergonomics (if available).

    In general, your user name is the first initial of your first name and your entire last name. Please verify your username with Information Systems or Payroll to see if your user name follows this convention. If this is the first time you are accessing the system, you will be prompted to change your password. Please write your password down and retain it. Your password cannot be looked up. If you forget your password, please contact the Information Systems Department or Payroll Department in order to have it reset. Instructions on how to log in for the first time can be found on the District’s website under the Department tab, Payroll tab and then the KRONOS link.

    The My Timecard page is to be used every Monday to check your timesheet for the previous workweek, if no absences were reported to AESOP. If an absence was reported in AESOP you must review your timesheet on Tuesday. It is your responsibility to monitor your timecard on a daily basis and advise your Campus/Department Timekeeper Manager of any missed punches or discrepancies. If you have a missed punch or discrepancy, please complete the KRONOS Authorization form as soon as possible and turn this in to your Timekeeper Manager within 3 days.  Once you have reviewed your timesheet, you will need to approve your time card.

    Select my information, my timecard, the time period will be “last week”, and approve. 

    Please note:  Approval of your time card creates an official document.  This is your statement to the District that the times submitted are true and correct to the best of your knowledge.  Employees who fail to approve their time cards will not receive a paycheck on the regularly scheduled payroll date.  Repeated failure to verify and approve your timecard will result in disciplinary action up to and including dismissal.


    Daily Clock-in/Clock-out
    It is a job requirement that ALL non-exempt employees MUST “clock-in” in the morning, and “clock-out” at the end of the work day at their assigned work site, unless it is impracticable or impossible to do so. Any exceptions must be authorized by the employees’ supervisor.

    Other requirements include:
    Employees should not clock in earlier than 7 minutes before their scheduled starting times (unless the employee has Supervisor approval for early arrival). Employees clocking in 7 minutes or later after their scheduled starting time will be recorded tardy (unless Supervisor has approved late arrival).  A clock in time and a clock out time shall not be changed unless there is an acceptable reason as documented in the KRONOS Authorization form. 

    Employees shall not clock out before their scheduled ending time, unless authorized to do so by their supervisor. Employees clocking out 7 or more minutes before their scheduled ending time shall be recorded as leaving early.

    If a non-exempt employee that is paid on an annualized basis clocks in late or clocks out early, they shall either “make-up” that time during the same work week, use comp time if available, or the time not worked will be docked from their pay. 

    All non-exempt employees shall clock out at the beginning of their lunch period and clock back in when they return to work unless it is impracticable or impossible to do so. The employees’ supervisor must authorize any exceptions.

    All non-exempt employees leaving campus site for any personal reason during the day must clock out when leaving campus, and clock in when returning to campus.

    Failure To Clock In/Out
    A pattern of failing to clock in and out correctly on a regular basis will result in disciplinary action up to and including termination.

    Rounding Rule
    The KRONOS timekeeping system works on a 7 minute rounding rule. An employee’s daily total is rounded to the nearest 15 minute interval.
     
    Falsification or Tampering
    Working prior to clocking in or working after clocking out without the proper approvals will be considered a serious offense, subject to disciplinary action up to and including termination. Employee’s supervisor should change the time sheet to reflect the hours worked away from an employee’s work-station. (Example: Working at Home.)
     
    Any attempt to tamper with the timekeeping hardware or software will be considered a serious offense, subject to disciplinary action up to and including termination. Punching in for an absent employee (a.k.a. “buddy punching”) will also be considered a serious offense, with both employees subject to disciplinary action up to and including termination. No employee should be in possession of another employee’s badge at any time. 

    A campus Timekeeper Manager may not edit an employee’s time card at any time without a KRONOS Authorization form, signed by their supervisor. This offense will result in disciplinary action up to and including termination.

    Lost or Missing Identification Badge
    Employees are required to wear their badges at all times while on duty. Any lost badges must be immediately reported to the responsible supervisor or designee, who will report the loss to the Human Resource Department and obtain a new badge as soon as possible.

    All badges should be cared for and maintained in such a manner as to ensure proper function, as well as appearance. These cards have a slot punched to attach a clip or lanyard and no other holes, large or small, can be made in these cards as it may damage the keyless entry technology embedded within the card. Do not leave the badge in the sun or allow it to be demagnetized.

    If an employee forgets their badge or it is lost they may clock in/out using their badge number by entering their badge number and then pressing ENTER. The employee will be able to view their name on the face of the clock.

    Damaged Identification Badge
    If an identification badge is lost, stolen, mutilated or mistreated to the point that it no longer functions properly, then a replacement fee will be assessed. The fee is as follows:
    a.    Keyless entry capable type $8.00
    b.    Non-keyless standard type $2.00
    If any badge requires replacement for the following reasons, then a replacement fee will not be assessed:
    a.    Normal wear and tear that would be associated with the duties of the employee
    b.    Total failure on the part of the badge to function with the KRONOS time clocks.
    c.    Employment change within the District or name change that would require a different ID badge.
    In all of the above situations, the old badge must be surrendered upon request for a replacement badge or a replacement fee will be assessed.

    Time Clock Problems
    If any employee is unable to punch in or out due to a time clock malfunction, it is the employee’s responsibility to report it to their campus KRONOS Timekeeper Manager, using a KRONOS Authorization from. In this situation the Timekeeper Manager will manually clock the employee in or out. The Timekeeper manager will notify the Information System Support Department of any time clock problems.

    Types of Pay

    Regular
    The normal workday for full-time employees is 7.5 hours/day (37.5 hours/week) (with the exception of Custodial, Maintenance, Day Care Providers, and Child Nutrition Managers working 8 hours/ day and 40 hours/week and part-time employees.

    Hourly employees will be paid for actual hours worked and will receive lunch breaks. Starting and ending times are as specified in each employee’s normal schedule, assigned by the supervisor.

    Straight time and Over Time (Compensatory time)
    There is a difference between straight time and over time (1.5 times). Most non-exempt employees work a 37.5 hour workweek. Time and a half (1.5 times) is only calculated when an employee works more than 40 hours in a work week. If an employee works 37.5 hours and additional time up to 40 hours but not more than 40 hours, they are compensated at straight time. 

    The 2.5 hours between 37.5 and 40 will always be paid at straight time. Time and a half pay does not apply until after the employee has actually worked over 40 hours/week. Note: This only applies to the total hours accumulated at the end of the week. If by the end of the week, the accumulated time for the week is over 40 hours, Compensatory time would be earned.

    If an employee has taken a Sick Day, Personal Day, or District Holiday, the day is not considered as an actual time worked and 1.5 times will not apply if the end of week total exceeds 40 hours. The employee will receive straight time only.

    Flex Time - if Compensatory time is not available.
    With approval, full-time employees may be permitted on a limited basis to extend their working hours slightly on one or more days during a given workweek. This extra time would offset one or more short workdays within that same week.

    For example, an employee might be permitted to work additional time on two days in order to leave 1 hour early on another day in the same week. An employee is not permitted to carry flex time over in to the next week.

    It is the employee’s responsibility to check their time cards to ensure they will not be short at the end of the week, resulting in docked pay. Flex time is to be used with discretion and requires approval in advance.

    Docked Pay - employee has exhausted all compensatory time and leave days.
    If an employee’s accumulated total in a workweek does not meet their expected amount, the employee will be docked for the amount of time not worked.

    Docking amounts are calculated on the employee’s base hourly rate.
    If non-exempt employees have used up all of their comp time, sick days, personal days, etc., their pay shall be docked for the time missed, based on their hourly pay rate.

    Absences

    Employee must use compensatory time before using leave days. All absences, full and half days, (scheduled or unscheduled) must be documented in Aesop.

    Scheduled Absences
    The following types of absences are to be scheduled and approved in advance:
     
     Type of Absence Minimum Advance Notice Required
    Vacation
    As many days in advance as are
    requested off
    Jury Duty
    1 week
    "Non-emergency" Personal  Business
    5 days
    Official School Business
    As soon as trip is confirmed
    Scheduled doctor appointment, family or personal absence
    3 days in advance or as soon as  appointment/absence date(s) are known
     

    Unscheduled Absences
    Some absences cannot be scheduled in advance, such as:
    • Employee and Family Illness
    • Emergency Personal Business
    • Bereavement
    It is the responsibility of all full-time and part-time employees to call in and notify their supervisor if the employee will not be coming in to work as scheduled. Full-time employees must report their absences in AESOP.

    Partial Day Absences – If no Compensatory Time is available
    For half-day or partial day absences, such as leaving during the day due to illness, the employee will be credited or debited for the actual hours worked that day. For example, if an employee worked 5 hours and then went home sick (taking ½, Sick day), the employee would be credited with an extra hour and 15 minutes of time and be paid for this at straight time or given compensatory time. Conversely, if only 3 hours were worked before taking a ½ Sick day, which would give the employee 6.75 hours, the employee would have to make up the time within that workweek, or be docked the time they are short. The amount must not exceed 2 hours. For example, if an employee worked 3 or 6.75 hours, the employee cannot call in a full or half day leave day to receive 3 hours of comp time.

    Paydays

    All para-professional employees are paid monthly according to the published District payroll schedule. Custodial, Day Care, Child Nutrition, Maintenance, and part time employees are paid bi-weekly according to the published district payroll schedule. Employees can access a copy of their pay stubs through Skyward in Employee Access.

    Contracted Calendar Days
    Each EMS ISD employee is scheduled to work contracted calendar days, such as 235, 220, 217, 205, 197, 193, 192, 187, etc. They are informed of their beginning and ending dates for their calendar year when hired and this information will be on their paperwork. Non-exempt employees are not to begin work before their contracted start date or work beyond their contracted ending date nor should they alter their calendar days such as exchange days with the intent of working during their scheduled “non-calendar off days.” Now that the District uses an electronic timekeeping system, calendars days can no longer be altered. If a non-exempt employee wishes to take time off during their scheduled calendar days, they must use appropriate Leave time (Compensatory, Personal, Sick, etc.).
     

     
    ACKNOWLEDGEMENT OF UNDERSTANDING FORM (click here)
    Please return the completed form to your campus Timekeeper Manager within five days of receipt.
     
    This is to verify that I have received a copy of the EMS ISD KRONOS Timekeeping Guidelines. I understand that the document I received contains specific information, rules, and consequences that are extremely important to me and that I must read and complete this form to acknowledge my understanding of district guidelines and practices. I also understand that any changes to district policy or law could cause changes to the content of this document and it is my responsibility to periodically review it on the district’s website for updates and new information.
     
    Completed forms should be returned to your Campus/Department Timekeeper Manager within 5 days of receipt.