Hourly Student employment and the Kuali TIME system

IU School of Informatics and ComputingIUPUI

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-communication-regular performance feedback

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 TIMELog in to One.IU at one.iu.edu and search for TIME

OR Log in directly at time.iu.edu

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)Not clocking in and out

Use the missed punch feature (allowed 1x per day) 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.

Forgetting to clock out (run-on time) Use the missed punch feature Set a timer to clock out

Clocking in as soon as you enter the building, before actually beginning work Clock in when you start working, clock out when finished working

No break taken after 6.5 hours of work Set a reminder to take a 30 minute break and clock out

Logging hours during class DON’T

Clocking in and working on homework DON’T

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 timesheetUse 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 dateshttps://fms.iu.edu/payroll/payroll-calendars/

Pay Period Begin Dt Pay Period End Dt Check Dt12/20/2015 1/2/2016 1/15/2016

1/3/2016 1/16/2016 1/29/20161/17/2016 1/30/2016 2/12/20161/31/2016 2/13/2016 2/26/20162/14/2016 2/27/2016 3/11/20162/28/2016 3/12/2016 3/25/20163/13/2016 3/26/2016 4/8/20163/27/2016 4/9/2016 4/22/20164/10/2016 4/23/2016 5/6/20164/24/2016 5/7/2016 5/20/20165/8/2016 5/21/2016 6/3/2016

5/22/2016 6/4/2016 6/17/20166/5/2016 6/18/2016 7/1/2016

6/19/2016 7/2/2016 7/15/20167/3/2016 7/16/2016 7/29/2016

7/17/2016 7/30/2016 8/12/20167/31/2016 8/13/2016 8/26/20168/14/2016 8/27/2016 9/9/20168/28/2016 9/10/2016 9/23/20169/11/2016 9/24/2016 10/7/20169/25/2016 10/8/2016 10/21/201610/9/2016 10/22/2016 11/4/2016

10/23/2016 11/5/2016 11/18/201611/6/2016 11/19/2016 12/2/2016

11/20/2016 12/3/2016 12/16/201612/4/2016 12/17/2016 12/30/2016

12/18/2016 12/31/2016 1/13/2017

Thank youContacts:BHI Department - Robyn Hart (robhart@iupui.edu)

Bioinformatics, Health InformaticsHCC Department - Michelle Mitchell (mopenbr@iupui.edu)

HCI, MASPayroll – Nancy Barker (nfish@iupui.edu)

Jeff Hostetler (jehostet@iupu.edu)General questions – Rosiel Marasco (rmarasco@iupui.edu)

Hourly Student employment and the Kuali TIME system

IU School of Informatics and ComputingIUPUI