NEW BRUNSWICK BOARD OF EDUCATION ATTENDANCE SYSTEM
IMPLEMENTATION PLAN AND PROCEDURES
Procedures for using the Electronic Sign-In
All employees will clock in and clock out using the time clocks located at each building. Access will be provided at all district buildings. The Aesop system for advanced absences will still be in place and there are no changes to that procedure. Employees will also continue to fill out a time sheet for all extra pay and overtime.
Each employee will receive a new photo ID card that will be used as their identification and proximity card to clock in for attendance purposes. A finger enrollment will be used as a secondary unique identifier to clock in. Refer to the attached biometric guide for correct finger placement. In order to avoid verification errors at the clock, please remember your finger placement at the time of successful enrollment. Also please memorize the first five digits on the back of the badge. This number can be used when you forget your badge.
Example: The badge number on this card id “00572” (On some cards the badge number appears on the top left side of the card see page 3)
The system will not work until both steps have been accomplished. To begin using the electronic sign-in simply aim the proximity card to the clock. The card works even inside a plastic card case. You should hear a beep and see the message “place finger on reader”. Make sure to see the message “punch accepted and your name”.
Clocking in and out is extremely important. The attendance and payroll responsibility is on the individual. You will now have the ability to check the website from your computer at home or in school. Make sure to review the system and approve your time. Failure to use the system can result in being docked and receiving a letter from the Superintendent.
The AESOP system will continue to be utilized for entering absences and viewing attendance balances. Absence information is automatically being imported into TimeSaver on a daily basis. No changes have been made. Refer to AESOP procedures on our district webpage. Attendance issues will be handled by the Payroll Department. Only family, sick and medical leaves will continue to be handled by the Benefits Coordinator.
Troubleshooting
· Verification Error message
o Signifies trouble reading the finger placement; relax, check finger placement and try at least 6 times before using the ADP Time Entry System to enter in your punch information into the notes area. You must place the finger the same way as when you enrolled the first time.
§ Tips: try to wash your hands or use hand sanitizer, clean the finger pad with hand sanitizing lotion.
§ If you are having more than 6 verification errors, please send an email to Myriam Heredia so I may adjust the settings for your particular record.
o Recently applied hand lotion or moving finger around will cause error messages. Hand sanitizer evaporates and therefore does not interfere with finger identification.
· Invalid data – means you are not ready to use the system. Please email “Attendance”. If you are a new hire, use the ADP Timesaver form until the issue is corrected. If you received a new badge, enter in your punch information into the Time Entry system notes area until the issue is corrected.
· Clock does not beep when you aim card – means card is not readable, email Martha Krichilski or Josefina Perez in HR to receive a new card and continue to use your old badge number at the clock. It takes a day or two for your new card number to be uploaded into the system, continue to enter in your old badge number until the card reads “finger not enrolled” at that point have a Principal, HR or Myriam Heredia re-enroll your finger. You will need to have your finger re-enrolled by your supervisor.
· The ADP Timesaver form will be available at the Principal/Supervisor office. This form will only be used when there is an “invalid data” error message for new hires.
o Forget your badge? – you will have access to enter in your badge number at the clock. Take a moment to look at the numbers on the back of your proximity badge. Look at the first five numbers on the back side under the strip. Each badge has a unique number. Remember your number and do not share this number! Instruction on the following page.
o Forget to punch IN? – check the last clock used or the web if you are not sure whether you did. Explanations follow below. You must punch in when you remember and then enter a note explaining why you forgot. NOTES CAN ONLY BE ENTERED ATTACHED TO A PUNCH. They can be entered for a different day just make sure to reference the date you wish the note to be applied to. PENALTIES WILL APPLY for not clocking- CAN RESULT IN BEING DOCKED.
o Forget to punch OUT? –If you forgot your “out” punch, enter in an explanation as soon as possible into the TimeSaver system. Reminder: you can check the TimeSaver website from home. Explanations follow below. Do not use a form, inform your Supervisor the following day. The Supervisor should then make a notation on the employee time card.
o Leaving early? - If you are leaving early, please enter a note in the TimeSaver System. Make sure to inform your Supervisor for approval via the TimeSaver System. Also make sure to punch out when you leave for the day.
· Lunch break-
o Please punch in and out for lunch if you are leaving the building.
· Traveling employees -
o Until further notice, you are to clock in at the beginning of the day and clock out at the ending of the day at whatever school you work on any given day.
· Going offsite?
o Enter in a school business day in AESOP – enter an explanation.
Figure 1 Using your Badge number at the Clock
When prompted to “Please Swipe Badge, enter the numbers “063 followed by your personal 5 digit number, then hit “enter”.
In this ex: it is “06302572 or 06300572” Proceed with the finger ID verification
· Not sure if you punched? Go to the clock last used or use the web time entry to look it up- refer to the next page. If you did not clock in make sure to do so as soon as you remember. If you missed the first punch of the week, you must punch in first to be able to leave a note in the system explaining the correct time of the punch and why you forgot.
Figure 2 Click on “LAST TRX”, use the card or the above method. Your last punch at that particular clock will appear.
· All employees will have access to the ADP Timesaver website for the following:
o To view punches – editing will not be allowed
o Approve your weekly time card (a week runs from Sunday-Saturday )
§ MANDATORY – THIS IS EQUIVALENT TO SIGNING A TIMESHEET or SIGN-IN SHEET
o Enter notes that will be viewed by your supervisor and by the Payroll Department
§ Enter explanations, discrepancies, etc.
§ Notes will be reviewed by Payroll and adjustments will be made as necessary
§ Re-check the website if you are expecting changes
· Be patient : Changes will be made according to the payroll schedules
· Refer to the posted schedules on our NBPS webpage
Use the link located on the District webpage www.nbps.k12.nj.us, under the Staff Corner tab
Or copy this link exactly: https://timesaver.adp.com/i23/lk8s/TS/login.php Bookmark this on your computer (school or home) and/or add to your favorites bar for future use.
Supervisors will be able to access the system under two roles: as Manager or Employee. Instructions for the role of Supervisors will be provided separately.
Employee User Names: All names must be at 8 characters long and no longer than 20 characters and have at least a number.
The rule that applies to new hires:
First initial followed by the employee ID that is printed on the proximity badge (numbers are in red ink on the front of the badge). Employee ID numbers range from 1 to 6 digits. It may be necessary to insert leading zeroes in front of the ID number to get a minimum of 8 digits.
For Example:
If the ID number is 4236 and your name is Mary use M0004236to achieve a minimum of 8 digits
If the ID number is 45367 and your name is John use J0045367 and so forth
The old rule that applies to some employees:
· First initial followed by the number 9 then the last name and possible 0 zeroes at the end. If your name has a suffix, Jr. It will be added to the end. Refer to your badge.
· Last names with 6 characters or more would have no zero; for last names that are only 5 characters long a zero 0 will added to the end; 4 characters will receive 2 zeroes 00, etc.
· Example: Jane Doe would be J9Doe000; John Smith would be J9Smith0; J Doe Jr. would be JDoeJr ; J Doe Jr would be J9DoeJr0. Refer to your badge for the correction punctuation. Some names may have a period at the end of the suffix.
Password: pass1234
· Temporary first time use and reset password is “pass1234” it is case sensitive.
· You will receive a prompt to change your password.
· It must be between 8 and 20 characters, use at least one number and use at least one letter. It cannot be the same as your Username. Do not use more than three repeating characters. If you become locked out of TimeSaver, send an email to the attention of “Attendance”.
TIME ENTRIES TAB
The Time Entries tab will list in and out punches. Absences from Aesop will be seen under the Pay Code column. Refer to the Pay Codes page. Example: “S” refers to a full sick day
Pay code “S” represents a sick day entered through AESOP. Pay code “SA” represents a half am sick day
· If you entered a ½ day on Aesop it will be brought over into TimeSaver if it was submitted prior to your cutoff time. AESOP information is imported into TimeSaver by 9:15 AM.
· Punches must be paired otherwise it will cause a missed punch. Meaning if you punch “in”, you must punch “out”.
· Please remember to punch “in” and “out” when leaving early or coming in late.
· There is a 3 minute wait in order to enter two punches back to back so that they will be registered properly.
Entering in a note or approving your weekly time card will be the only actions available. Refer to the section on approving your timecard.
1. Click on the plus sign to add a note viewable by you, the supervisor and Payroll
2. Select to add the note to the “both” punches
3. Select “create custom note”
4. Type your note, click on “Record”
5. The actions column will turn yellow
6. Click on “Save”, column will no longer be yellow with no plus sign after you click on save.
APPROVING YOUR TIME CARD
1. This procedure is MANDATORY to ensure that you are being paid appropriately. This step is equivalent to signing in daily or signing a timesheet.
a. If there are any discrepancies, please use the “entering a note” option. The Payroll Dept. and your supervisor will have access to any notes entered.
b. Supervisors, please make sure to indicate if you agree or disagree with any notes made by your employees.
c. Supervisors will have the option to “UNDO SIGN OFF” basically unapprove a time card and enter notes with explanations for the Payroll Dept.
d. Only the Payroll Dept. will be able to make changes to hours worked. Changes will be made according the Payroll Schedules and not on a daily basis.
e. Employees: if you are waiting for a change, please check the system frequently and once the change has been made, you can proceed to “Approve” your time card. DO NOT APPROVE WITH MISSED PUNCH ERRORS ON YOUR TIME.
2. Do not hit approve until the end of a week period. Each week runs from Sunday to Saturday. You may need to use the drop down under Pay Period to view the “Previous” week information. You will be certifying that you agree with the information as it appears. Make sure that your time card reflects the true hours worked; any discrepancies or approvals should be entered in the note section and approved by the supervisor. For more information refer to the Missed Punch Attendance Policy.
Click on the “Approve Button”
· Check off the “I Agree to the above statement” and click “OK”
· If you do not agree, click on “cancel” and click on the plus sign under the “Actions” column.
· Once corrections have been made or explained you must hit the “Approve” button.
EMPLOYEE SCHEDULE TAB
· Please review and enter any notes related to your schedule
AUDITS TAB
· Tracks all changes made to the “Time Entries Tab”
BENEFITS TAB
· Will not be used - continue to use AESOP to get balance information on available days
Pay codes from AESOPJD / Jury Duty / S / Sick / UNPA / Unpaid Day AM
JP / Jury Duty Pending Proof / SA / Sick AM / UNPP / Unpaid Day PM
JPP / Jury Duty Pend Proof PM / SP / Sick PM / UNS / Unpaid No Signature
LD / Legal Day / SBI / School Bus-in-District / V / Vacation Day
LO / Leave Other / SBIA / School Bus-in-Dist AM / VA / Vacation AM
MI / Paid Military Leave / SBIP / School Bus-in-Dist PM / VP / Vacation PM
ML / Maternity Leave / SBO / School Bus-out-District / WC / Workers Comp
PFD / Professional Day / SBOA / School Bus-out-Dist AM / WCA / Workers Comp AM
PSD / Personal Day / SBOP / School Bus-out-Dist PM / WCP / Workers Comp PM
Bottom of Form
PSDA / Personal Day AM / SP / Sick PM
PSDP / Personal Day PM / UNP / Unpaid Day
A sample, there could be other codes listed not captured here.