Recording Your Time Worked at a Time Clock

 

Purpose

Use this procedure to record your time worked at a time clock.

Trigger

Perform this procedure when you begin and end your work, whether at the end of your working day, or for a meal break, or for excused absences such as doctor's appointments.

Prerequisites

·         You must have a valid West Virginia University ID badge.

Helpful Hints

·         You will no longer be using a Kronos time clock.  Discuss with your supervisor which clock you should be using.

·         You will need to record your time when you begin and end work, as well as when you leave and return for meal breaks, and when you go to doctor's appointments, etc.

·         For assistance, call the OIT Help Desk at 304-293-4444 or 1-877-327-9260 (toll-free), or send them an email at oithelp@mail.wvu.edu


Procedure

1.       Locate the time clock you will be using.

Time Clock

2.       Press the green button (indicated below by the arrow) when beginning a work shift, returning from a meal break, or returning from an excused absence (such as a doctor's appointment).

Recording Your Time To Start Work

3.       You will be prompted to swipe your badge.

Please swipe

 

    Some employees, especially student workers, refer to their badges as ID cards. The badge is used to check out library books, to gain access to dormitories and dormitory rooms, and to access the PRT.

4.       Swipe your badge with the barcode face down.  You can swipe from right to left or from left to right.

How to Swipe

 

    If you get a message that tells you that your badge is invalid, notify your supervisor immediately.

5.       Choose one of the following

If

Go To

You have just one assignment

Step 6

You have multiple assignments

Step 8

 

    An assignment is a particular job at West Virginia University.  Some employees have more than one assignment, especially student workers.  Each assignment has a different number, such as 00, 02, 03, etc.  One of these assignments is designated as the primary assignment and appears first in the list.  The primary assignment is not necessarily first numerically.  For example, assignment 06 could be the primary assignment and assignment 02 could be the secondary assignment.

6.       When you have just one assignment, the screen will immediately display a verification message with the name of your supervisor at this assignment (the green arrow below shows the name of your supervisor).

Verification

7.       If you have only one assignment, this concludes the procedure for recording your time when you start work.  To learn how to record your time when you stop working, see step 13.

8.       When you have multiple assignments, you will see a screen similar to the one below:

Multiple Assignments

 

    All of your assignment numbers appear here, along with the name of the supervisor at each assignment.  Your default assignment is shown first (green arrow above indicates the primary assignment).  All hours will be charged to this assignment unless you choose another assignment.

9.       If you wish to choose a different assignment, use the up and down arrows (indicated below with the green arrows) to move amongst the assignments.

Choosing an Assignment

10.     After selecting the assignment for which the work is being performed, press the checkmark (indicated below by the green arrow):

Pressing the Checkmark

 

11.     The screen will display a verification message with the name of your supervisor at the assignment you have chosen (the green arrow below shows the name of your supervisor):

Verification

12.     This concludes the procedure for recording your time when you start work when you have more than one assignment. To view how to record your time when you stop working, continue to the next step.

13.     When ending a work shift, press the red button on the time clock (indicated below by the red arrow)

Recording Your Time When Leaving Work

14.     You will be prompted to swipe your badge.

Please swipe

 

    Some employees, especially student workers, refer to their badges as ID cards. The badge is used to check out library books, to gain access to dormitories and dormitory rooms, and to access the PRT.

15.     Swipe your badge with the barcode face down.  You can swipe from right to left or from left to right.

How to Swipe

    If you get a message that tells you that your badge is invalid, notify your supervisor immediately.

16.     Perform one of the following:

If

Go To

You have just one assignment

Step 17

You have multiple assignments

Step 19

 

17.     When you have just one assignment, the screen will immediately display a verification message with the name of your supervisor at this assignment (the red arrow below points to the name of your supervisor).

Verification

 

18.     Go to step 23.

19.     When you have multiple assignments, you will see a screen similar to the one below:

Multiple Assignments

 

    All of your assignment numbers appear here, along with the name of the supervisor at each assignment.  Your default assignment is shown first (red arrow above points to the primary assignment).  All hours will be charged to this assignment unless you choose another assignment. 

    When you have more than one assignment, it is just as important to choose the correct assignment when clocking out as it is when clocking in.

20.     If you wish to choose a different assignment, use the up and down arrows (indicated below with the red arrows) to move amongst the assignments.

Choosing an Assignment

 

21.     After selecting the assignment for which the work is being performed, press the checkmark (indicated below by the red arrow):

Pressing the Checkmark

 

22.     The screen will display a verification message with the name of your supervisor at the assignment you have chosen (the red arrow below shows the name of your supervisor):

Verification

r

23.     This concludes the procedure for recording the time you stop working. 

    Notify your supervisor as quickly as possible if you have any issues attempting to record your time, or if you realize that you chose the incorrect assignment.