TRS FAQs

Clocking In / Clocking Out | Payroll Data and Process Issues

  1. I have an employee who works in the office part of the week and offsite at other times. What are the options for clocking in/out for this employee? Can he/she use the PC to clock in during in-office days, and the phone for other days?
  2. How does the Time Reporting System help a manager to confirm that employees are clocking in from appropriate locations?
  3. If my department is set up to clock in/out using the phones and we wish to change to PC-based clocking, whom should I contact?
  4. Should students be expected to clock in/out for multiple jobs within the same department?
  5. What happens if an employee's time is not transmitted during the normal payroll processing cycle? Can the department adjust payroll cycle data?
  6. Our department has employees who have left, yet they still show up in the system as active employees. What is the process for removing them from my department's employee list in the system?
  7. Should students be expected to clock in/out for multiple jobs within the same department?

Clocking In / Clocking Out

1. I have an employee who works in the office part of the week and offsite at other times. What are the options for clocking in/out for this employee? Can he/she use the PC to clock in during in-office days, and the phone for other days?
Employees cannot switch between clocking methods. Each FLSA nonexempt employee must use one of the two methods exclusively.

The clocking method (phone or PC) is determined at the home or primary department level. If the home department has selected PC-based clocking, then all employees assigned to that department must clock in/out via PC. If the department chose phone-based clocking, then all employees with that department as their home or primary department must use the phone to clock in/out. If the employee uses the phone to clock in during in-office days, they can also use a phone to clock in/out on offsite days. This requires a manager approval of the phone number being used by the employee. This information is traceable in the Kronos audit trail from the employee’s timecard.

Employees with more than one job cannot use the PC clocking method. He/she will be assigned to phone-based clocking even if their home department has chosen PC-based clocking.

2. How does the Time Reporting System help a manager to confirm that employees are clocking in from appropriate locations?
Managers will have easy access to information on phone numbers from which employee’s clock in/out, and they can thereby address deviations from department guidelines. Employees are to clock in/out from areas designated by their managers.

3. If my department is set up to clock in/out using the phones and we wish to change to PC-based clocking, whom should I contact?
Contact the Time Reporting System administrator at 571-553-4407 or timerep@gwu.edu regarding any changes to clocking methods.

4. Should students be expected to clock in/out for multiple jobs within the same department?
Yes, if there are multiple jobs, then the employee should clock in/out of those separate jobs, regardless of whether he or she is in the same department or different departments. See Clocking Instructions for details.

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Payroll Data and Process Issues

5. What happens if an employee's time is not transmitted during the normal payroll processing cycle? Can the department adjust payroll cycle data?
No. If an employee's clocking data is, for some reason, not recorded and transmitted during the normal payroll processing cycle, the department must submit an approved paper timesheet for that employee to Payroll Services.
Timekeepers and supervisors will have easy, online access to employee time data. If an employee is not clocking as expected, or if clocking data differs from expected data, the manager or timekeeper can detect this promptly and should address it prior to approving time data.

6. Our department has employees who have left, yet they still show up in the system as active employees. What is the process for removing them from my department's employee list in the system?
The employees listed for a department in the Time Reporting System are those listed as department employees in the source system, Banner. All data, on which employees are assigned, come from Banner— changes in Banner data will be fed automatically to the Time Reporting System.
If the department has submitted paperwork for the transfer or termination to Human Resources, then you should contact HR Records & Data Management to ensure that the paperwork has been received and documented in Banner. If the department has not reported the termination or transfer to HR, then this is the problem, and the department should complete the On-line Change In Status Form for the action, forwarding it through the proper management channels to Human Resource Services.
Regardless, if the employee should not receive any pay for the pay period, then the department should ensure that no work hours are reported for the pay period.

7. Should students be expected to clock in/out for multiple jobs within the same department?
Yes, if there are multiple jobs, then the employee should clock in/out to those separate jobs, regardless of whether he or she is in the same department or different departments. 

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