| Q: I am a classified staff member, what does this new Kronos system of time recording mean for me?
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| A: The implementation of the Kronos system for electronic time reporting will be limited to only student employees. The current
time sheet and leave form process in use for classified and administrative employees will not change with the implementation
of the new system. Of course, if you are responsible for working with students or student time sheets, you will be involved
in the new process.
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| Q: How do I contact someone with questions regarding the e-Time for Students project?
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| A: Any questions, comments, or concerns regarding the project may be sent via e-mail to eTime@bgnet.bgsu.edu |
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| Q: Why are we changing how we report student time?
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| A: The decision to use Kronos was based on the recommendation of previous committees studying possible time-keeping systems
for BGSU. The system was chosen partially because of the flexibility it offers and its ability to be adapted to the University's
particular needs, according to Chief Information Officer, Bruce Petryshak.
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| Q: I've heard the system referred to as Kronos and eTime.
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| A: BGSU purchased the time keeping system, Workforce Central, from Kronos. "eTime" is the name given the BGSU version of Workforce
Central that we have adapted for use in reporting time worked for student employees at BGSU.
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| Q: Will all student employees be using eTime?
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| A: No. Students who are paid on contract, such as resident assistants and graduate assistants, will not use eTime. Only students
who are paid on an hourly basis (who currently use time sheets) will use eTime.
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| Q: What will happen to time sheets?
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| A: Time sheets will no longer be used for the daily reporting of time worked during the current pay period. If a department
does not meet payroll deadlines, or attempts to have their students punch in prior to their authorization to work, the eTime
system will not accept the unauthorized or late transaction.
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| Q: How will students record their time worked?
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| A: Students will either record time worked by "swiping" their student ID card at a card reader, by keying their BGSU ID number
into a reader, or by "time-stamping" from a PC.
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| Q: How will supervisors approve the time reported by student employees?
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| A: Under eTime, each student employee is assigned to one or more supervisors who are authorized to view, edit, approve and/or
sign off regarding students' reported time. At the beginning of each week, supervisors will access their student employee
records for the previous week, and review in and out punches. Supervisors will have the opportunity to enter and delete punches,
identify exceptions, add or delete comments, and enter a budget transfer (when authorized) before approving the time reported.
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| Q: Will students be able to edit their own time cards before they are approved for submission to payroll?
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| A: Only supervisors can make edits or changes to students' recorded time. Any adjustments, additions, deletions to reported
time must be made by the student's supervisor or Payroll. eTime provides a list of comments that can be added (via a drop-down
menu) to a student's time card. If a student is temporarily working at a different job (for a different wage) in the same
department, the supervisor must adjust the student's time card to account for the different wage. If the student is to be
paid from a different ORG or SUBORG from the same AREA, the supervisor will have to transfer the hours worked to another ORG
or SUBORG - much the same way paper time sheet overrides are processed in the current Payroll system. For some larger employers,
there are options for students to transfer among orgs/suborgs at the reader.
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| Q: Will there be any rounding of time? For example, if I arrive at work 10 minutes early, and clock in 10 minutes before the
start of my shift?
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| A: If a student's work shift is 9 am until noon, and he swipes in at 8:57 and out at 12:01, he will be paid for working from
8:57 until 12:01, or 3 hours and 4 minutes. The system does not round to the nearest quarter hour or allow for a grace period.
Paying students to the minute was a decision made by the eTime committee after considering the variety of different time keeping
policies and devices maintained by departments throughout the University.
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| Q: Who will have access to see a student's record in eTime?
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| A: Students will have access to view their own information, but not to edit their time cards. From a reader, a student will
have limited access to his most recent data. From a desktop computer, students will have access to more comprehensive data
about their own in and out punches. Each supervisor, from a PC, will have access to records of students they supervise.
Certain members of the University community, like payroll and student employment, will have access view for all student records.
Payroll staff wil have access to edit and update records, just as they do now.
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| Q: If a student has more than one job, how will eTime know the difference?
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| A: When a student either swipes in or uses the time stamp method, they will have to also distinguish between their two (or
more) jobs. The different jobs are determind by the "appointment ID number" which is currently found on student time sheets
on the top right hand side as "Appointment ID#:" Each time a student is cleared for employment by Student Employment Services, the supervisor receives either a fax or email
communication indicating the student's name, P00#, and Appointment ID#. For eTime, the Appointment ID is a critical piece
of information that the supervisor uses to instruct student employees as to how to record their time.
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| Q: If as student works at more than one job, what records will a supervisor have access to when approving the student's time
worked?
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| A: Supervisors will have access only to the time reporting records for the students set up and "assigned" to them in eTime. Just as with time sheets, each supervisor
is responsible for approving time for the students they supervise.
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| Q: What will prevent students from time stamping in for a job from a site other than their job site?
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| A: The eTime system will prevent students from time stamping from an off-campus or residence hall desktop computer. It will
not prevent students from time stamping in at a campus location that is different than their work location. Just as with time
sheets, it is the supervisor's responsibility to make sure that when students claim time worked and that they are actually
working.
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| Q: How will student employees become "activated" so that they can use eTime?
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| A: Initially, the student employee database will be loaded into the eTime database in a batch transaction. Once the student
employee database is copied into eTime, any newly hired students will have to be added to the eTime system. This process will
be added to the clearing process that is currently used by Student Employment Services. For example, after a new student
employee is cleared to work (the employer is notified via fax or email), SES staff loads the student's record in the Human
Resource System (HRS). Each evening, new records that have been added to HRS during the day will be transferred to the eTime
database via a batch job. Students can use an interim time sheet to record time worked during the time that a student is
cleared to work and an eTime sheet is available.
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| Q: What if a student is scheduled to punch out at 5pm but is sent on errands elsewhere on campus from 4:30 to 5 pm?
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| A: The supervisor edits the student's time card to reflect an out punch at 5pm.
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| Q: What will prevent a student from swiping in for another student?
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| A: Supervisors are ultimately responsible for approving time reported for the student employees assigned to them. Just as falsifying
time on a time sheet is grounds for immediate dismissal and other punitive action according to the student code of conduct,
"buddy swiping" has the same penalties.
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| Q: What if I supervise students who work at various locations or whose jobs take them off campus?
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| A: There are options. Students who time stamp can punch in from any desktop PC on campus, except the PCs in residence hall
rooms. Students can also note their time worked on a department-use-only time sheet, and submit it to the supervisor. The
supervisor then adds the time to the student's eTime card and approves the time worked.
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