Please note that these answers are subject to change as we continue through transition to the new time and attendance system. All attempts will be made to post the most accurate questions and answers, as they are brought to our attention.
Thank you for your support and patience during this transition period.
Q. What is TimeClock Plus?
A. It is an automated time and attendance system that fully integrates with Banner.
Q. Why do we have to move from Web Time Entry to TimeClock Plus?
A. Internal Audit recommended that the university implement a consistent time reporting process that allows for the capture of “actual” time of arrival, meals, breaks, and departure from work. In order to better comply with the Fair Labor Standards Act and to address these recommendations, we are implementing a new time and attendance system.
Q. What is the Fair Labor Standards Act?
A. The Fair Labor Standards Act (FLSA) is a federal law which establishes minimum wage, overtime pay, record-keeping, and child labor standards affecting full-time and part-time workers in the private sector and in federal, state, and local governments. The Wage and Hour Division administers and enforces FLSA in all areas except the federal government.
Q. Who will use TimeClock Plus?
A. All employees will use the new time and attendance system, except those who are paid by stipends or graduate assistantship.
Q. Where will I enter my time? Will it be in Banner or BOSS?
A. All time will be entered in TimeClock Plus via a computer workstation (WebClock) or a physical time clock.
Q. How do I log into the WebClock? Is there a URL that I can use to log in with?
A. The WebClock can be accessed in several ways. Click HERE to for further information.
Q. Can I clock in and out using my mobile device?
A. Non-exempt and hourly employees are required to clock in and out at their designated workstations or a time clock, as directed by their supervisor. In addition, non-exempt and hourly employees must clock in/out for lunch each day, unless otherwise directed by their supervisor in writing. Mobile devices may not be used to clock in or out unless it is approved in writing by the supervisor as a result of extenuating circumstances (i.e., working off-site).
Q. Is there a mobile app available to clock in and out from?
A. A mobile app will not be available. However, you can log into TCP using a web browser on your mobile device, using one of the following methods, if approved in writing by your supervisor (see previous FAQ):
- From ualr.edu, select Quick Links, click Blackboard, select TimeClock Plus from the Employee Links menu
- Or, log into BOSS, select Employee tab, select Time Clock
- Or, https://cas01.tcplusondemand.com/ualr/App_Redirect/webclock.aspx
Q. Will reporting and approving still occur on PHATIME in Banner?
A. No. All time reporting will take place in TimeClock Plus.
Q. When will the leave hours reported by employees be deducted from an employee’s leave balance?
A. Leave hour balances are in real time and deducted immediately upon entry into the system.
Q. Will I be able to review my current and previous years’ time records?
A. Yes. You will be able to view all records entered in TimeClock Plus. Time records previously entered in WebTime Entry in BOSS will be accessible for a limited time.
Q. Do I need to list UA Little Rock holidays on my leave report?
A. The payroll process will account for all official UA Little Rock holidays and will auto-populate into TimeClock Plus.
Q. Do I request leave through TimeClock Plus?
A. All leave time (sick, vacation, and authorized) should be requested through TimeClock Plus.
Q. How do I modify a request for time off?
A. If the request is still “pending” in the system then you can edit or remove it. If the request has been approved, however, you must notify your supervisor to make the correction.
Q. When can an employee use authorized leave?
A. Authorized leave is defined as jury duty, Act 1028 Children’s Educational Activity Leave, conferences and seminars, and inclement weather. A description must be provided in the notes section when requesting authorized leave.
Q. Will the system use the time that’s on my computer?
A. The “official” time for the university is the time that is on the server for the time and attendance system.
Q. What is the normal work week for UA Little Rock?
A. Monday through Sunday.
Q. Will graduate assistants have to clock in and out?
A. No. The Department of Labor classifies graduate assistants as part-time lecturers and that position is exempt from the FSLA.
Q. How do I view my leave balances?
A. Your leave balances are under the VIEW tab, then click VIEW ACCRUALS.
Exempt Employees and Faculty Members
Q. I am an exempt employee or faculty member. Do I have to clock in and out?
A. Exempt employees and faculty members will not have to clock in and out. However, they will report exception time in TimeClock Plus.
Q. We have used a departmental timekeeper to enter exception time for faculty. Will we still be able to continue this process?
A. Yes, departments may choose to continue this process.
Q. What is exception time?
A. Leave hours used by an employee during a particular pay period (for example, vacation, sick, and authorized leave usage).
Q. Where do I enter my exception time hours?
A. Exception time will be entered in TimeClock Plus by logging into the website.
Q. What do I need to do if I forgot to report my exception time for a pay period by the deadline?
A. A correction report will need to be submitted to Payroll for the next pay period.
Non-Exempt, Hourly, Work Study, and Extra Labor Employees
Q. Do I have to clock in and out when I arrive and leave work, and for my lunch break?
Q. How do I clock in and out?
A. Depending on the department you work in, you will either log into TimeClock Plus from your computer workstation or use a time clock terminal.
Q. Can I clock in and out using my mobile device?
A. Non-exempt and hourly employees are required to clock in and out at their designated workstations or a time clock, as directed by their supervisor. In addition, non-exempt and hourly employees must clock in and out for lunch each day, unless otherwise directed by their supervisor in writing. Mobile devices may not be used to clock in or out unless it is approved in writing by the supervisor as a result of extenuating circumstances (i.e., working off-site).
Q. Do I need to clock in and out for breaks?
A. No. UA Little Rock has a practice of providing two, 15-minute, paid breaks to employees when business needs allow. (See UA Little Rock’s Classified Handbook) This is a benefit extended to employees that is not required by law, and there may be times when the demands on the work group are such that the break cannot be provided. Because this is a benefit extended when business needs allow, employees are not required to clock out during their break time.
Q. What do I need to do if I forget to clock in or out?
A. TimeClock Plus has a process that allows the employee and/or supervisor to make the correction and enter missed punches.
Q. I have worked on weekends in the past to get caught up on my work, without expecting compensation. Will I still be able to do this?
A. Non-exempt employees must be paid at least one and one-half times their regular rate of pay for time worked over 40 hours in a workweek. If you work on a weekend, you must clock in and out and be compensated for the hours worked. If this results in you working more than 40 hours in one workweek, then you would receive compensatory time. All non-exempt employees should have approval from a manager before working more than 40 hours in a workweek.
Q. How do I report my compensatory time earned?
A. TimeClock Plus will automatically calculate compensatory time.
Q. I have an agreement with my department to work a flex-time schedule. Will I be able to continue doing this?
A. Please refer to the Classified Handbook regarding flex-time schedules.
Q. What is UA Little Rock’s policy regarding overtime and compensatory time?
Supervisors and Approvers
Q. When does an employer have to pay overtime/compensatory time?
A. Non-exempt employees are eligible for overtime/compensatory time at the rate of one and one-half times the regular rate of pay, for all hours worked in excess of 40 hours in a workweek (UA Little Rock Policy #402.44). This means that you may work more than 8 hours in a day or work more than a regularly scheduled shift, and still not exceed 40 hours of actual work in a workweek. Paid holidays, annual leave, or sick days do not count as hours actually worked for the purpose of state and federal overtime law. (Source: Arkansas Department of Labor)
Q. Will supervisors still be required to approve employee time reports?
Q. As an approver, may I have a proxy?
A. Please contact the Payroll Office directly to discuss creating a proxy in the new time and attendance system.
Q. What do I need to do if I approved the wrong leave usage for my employee?
A. If payroll has not been processed yet, then payroll can return the incorrect report back to the employee and supervisor for correction. If leave has been processed against payroll, a correction report will have to be submitted for the next pay period.
Q. How does an employee complete their final leave report when terminating from the university?
A. An employee will submit their final leave report in TimeClock Plus.
Q. What kind of time involvement are we talking about for approving and managing time?
A. In most cases, the time commitment for an approver/supervisor will be less than 10 minutes a week. However, some weeks will require more time from the approver/supervisor due to time errors and missed punches.
Questions and Comments
Your input is appreciated and we want to keep you informed. It is our goal to have a smooth transition with minimal disruptions to your work day, so please submit your questions and comments on the TimeClock Plus Questions and Comments Form.
Your Questions Answered
Q. I have several children and commute to work each day from the Benton/Bryant area. I wish I could say that I am never late for work, but I am. However, we are also allowed 2, 15-minute breaks each day and I never take them. While I admit to running late to work, only in the instance of a bad accident has it been anywhere close to 30 minutes. Will there be a way to take this into account?
A. UA Little Rock has a practice of providing two, 15-minute, paid breaks to employees when business needs allow. This is a benefit extended to employees that is not required by law, and there may be times when the demands on the work group are such that the break cannot be provided.
Requests by an employee to make up time missed due to tardiness, rather than report leave to cover it, should be directed to the employee’s manager.
Q. Should a non-exempt employee be late arriving for work or late from lunch, does the system allow the employee to make up the time at the end of the day? Is an employee’s pay docked for late time?
A. According to FLSA, non-exempt employees must be paid for all hours worked in a workweek. Usually, hours worked includes all time an employee must be on duty, on the employer’s premises, or at any other designated place of work. The regular workweek for UA Little Rock’s full-time, non-exempt employees is 40 hours (source: Classified Handbook). If you work less than the regular 40 hours during a workweek, you must report leave to compensate for the missed time.
Requests by an employee to make up time, rather than report leave, should be directed to the employee’s manager.
Q. Why are non-exempt employees being required to clock in and out when we are not hourly employees?
A. The Wage and Hour Division of the Department of Labor (DOL) governs the classification of jobs as exempt or non-exempt. When a job is classified by the DOL as non-exempt, employers are required by federal law to accurately track the number of hours worked by a person in that position. This federal mandate was designed to protect employees from being required to work over 40 hours per workweek without receiving compensatory time or overtime pay.
Q. It appears that this takes away my status as a salaried employee. We will be clocking in and out which I assume means we will be paid hourly. Is this correct?
A. Clocking in and out does not take away your employee status. Non-exempt employees are entitled to the minimum wage and/or overtime pay protections of the FLSA. The system will ensure that the actual time you work is captured, because you are entitled to overtime and or compensatory time if you work more than 40 hours in one workweek. The system provides the supporting documentation to protect your rights under FLSA.
Q. Regarding clocking in and out, do we have to wait until 8 a.m. to clock in or can we clock in when we get to work without it counting towards earning comp time.
A. You may clock in seven minutes earlier than your scheduled start time (i.e., if your start time is at 8 a.m., the earliest you can clock in is 7:53 a.m.). You should not begin working until you have clocked in, unless an earlier start time has been approved by your manager.
Q. Why don’t employees have to clock in and out for breaks?
A. UA Little Rock has a practice of providing two, 15-minute, paid breaks to employees when business needs allow. (See UA Little Rock’s Classified Handbook) This is a benefit extended to employees that is not required by law, and there may be times when the demands on the work group are such that the break cannot be provided. Because this is a benefit extended when business needs allow, employees are not required to clock out during their break time.
Q. Will students who are paid hourly from grant funded projects need to clock in and out?
A. Yes, hourly student workers paid from any funds, including grant funded projects, are required to clock in and out.
Q. If employees clock in earlier than seven minutes before their scheduled start time, will they have to be compensated?
A. Non-exempt employees covered by FLSA must receive compensatory time or overtime pay for hours worked in excess of 40 in one workweek. Consider these examples:
- An employee begins work 30 minutes early on Monday. The supervisor does not adjust the employee’s schedule for the remainder of the workweek. The total number of hours worked by the employee during that workweek is 40.5. The employer must give the employee compensatory time or overtime pay at a rate of one and one-half time the regular rate of pay for the extra 30 minutes worked during that workweek. Since UA Little Rock awards compensatory time rather than overtime pay, the employee in this example would be entitled to 45 minutes of compensatory time.
- An employee begins work 30 minutes early on Monday. The supervisor adjusts the employee’s schedule by ending the employee’s work day 15 minutes early on Tuesday and Wednesday. The total number of hours worked by the employee during that workweek is 40, so the employer does not owe compensatory time or overtime pay.
Even though UA Little Rock employees are paid twice a month, each workweek stands alone in calculating overtime pay. The FLSA does not allow averaging hours over two or more workweeks. Consider this example:
- An employee works 45 hours during one workweek and 35 hours the next workweek. The employee must be awarded compensatory time or overtime pay for the first week, and the employee must submit a leave request for 5 hours in the second week. Averaging the two weeks together and ‘calling it even’ is not permitted under the law.
Q. I have seen mentioned there is a seven minute “grace” period before clocking in at 8:00 a.m. Clocking in at 7:53 a.m. or later would count as 8:00 a.m. Is there also a “grace” period for clocking in after 8:00 a.m.? For example, I clock in on my computer at 8:06 a.m. Does my time show actual time of 8:06 a.m. which would go against my leave time or 8:00 a.m.?
A. This is not technically a “grace” period but actually a rounding mechanism within the system. If you clock in at 7:53 a.m. your time will be rounded to 8:00 a.m.; if you clock in at 8:07 a.m., your time will be rounded back to 8:00 a.m. However, your supervisor can still see what time you actually clock in and out, even though the system rounds time to the nearest quarter hour. For instance, if an employee consistently clocks in at 8:07, this could still be an issue of tardiness that the supervisor may want to address with the employee.
Q. My employees are all hourly and work varied schedules. I saw that employees will not be able to clock in before 8 a.m., but some of them work at 7 a.m., some at 9 p.m., and some on the weekend. Is the system flexible enough to account for variability in hourly employees?
A. The new time and attendance system records hours actually worked during a workweek. Employees’ schedules are determined by the department/supervisor and are as flexible as the department/supervisor desire (see the Classified handbook for Flex-time policies). The purpose of the system is to capture employees’ actual time worked and to comply with the provisions of the Fair Labor Standards Act with regards to overtime/compensatory time.
Employees should not clock in before their scheduled work time, whether it be 7 a.m., 8 a.m., 9 a.m., etc. There is a rounding mechanism within the new time and attendance system which could push an employee into OT/comp time if they clock in too early. For instance, if an employee with a start time of 7 a.m., clocks in at 6:53 a.m., then their clock in time will round to 7 a.m. However, if the same employee clocks in at 6:52 a.m., their clock in time will round back to 6:45 a.m., which could require compensation for the .25 hours if they work more than 40 hours within that particular workweek.
Q. What if my employees are not able to attend training before August 1 due to their other work schedules? Can they not work until they attend the training or will there be a way for them to account for their hours?
A. New employees should use the time and attendance system as soon as they are hired. If they have not been able to attend training, we ask that their supervisor show them how to clock in and out so that they can use the new system immediately. The training presentation will also be available on our website in the next couple of weeks, which can be used for new employees. Finally, we anticipate scheduling training sessions in August which new employees can attend.
Q. If I am taking vacation time over a Friday and Monday, do I have to make arrangements to update my time while on vacation?
A. You can request leave, and your supervisor approve leave, in advance of your vacation, using the Requests tab in TimeClock Plus. That would also allow you to approve the week (Mon.-Thurs.) on Thursday when you leave at the end of the day. Alternatively, your supervisor can approve your previous week for you on Monday, if you have not done so before your leave.
Q. If our department uses a timekeeper, will our faculty never have to log in? My understanding is that they will have to verify every week, regardless of leave taken or not taken. If using a timekeeper, will faculty still have to verify their time?
A. Faculty will have access to the TCP employee dashboard, whether the department uses a timekeeper or not. If the department decides to use a timekeeper, then no, faculty will not be required to log in and approve exception time/no time taken weekly. However, please understand that the timekeeper and/or supervisor will be assuming responsibility for the accurate reporting of exception time. We suggest that departments that use a timekeeper adopt internal procedures to document exception time entered in TCP.