Why is NC State University implementing a new time tracking and leave system?
WolfTime will be our new electronic timekeeping system and leave tracking system. NC State is moving to this new system to be compliant with pay laws governed under the Fair Labor Standards Act (FLSA). This will ensure more accurate pay for non-exempt employees (those who are eligible to earn overtime and currently track their time on paper timesheets). The new leave system is a much more robust system that will be able to track every type of leave available to SHRA (Subject to Human Resources Act) and EHRA (Exempt from the Human Resources Act) employees.
When will WolfTime launch?
WolfTime will launch on July 1, 2017. While we are transitioning to the new WolfTime system, there will be a blackout period between June 24 and July 10, 2017. All leave in the current WebLeave system must be submitted and approved by 5:00 p.m. on June 23. Any leave not approved by this time will not move to the new WolfTime system.
Will WolfTime work for timekeeping and tracking leave time?
Yes, if you work in an exempt position (not subject to overtime pay), you will only use WolfTime to track and record your leave time (annual, sick, bonus, etc.). If you supervise people, you will also approve time and leave requests. If you currently utilize a paper time sheet, you will track your time in WolfTime and any leave taken through the week. For instance, you have a doctor’s appointment on Wednesday and leave work at 1 p.m. You normally work until 5 p.m. You would clock out and at the end of the week, you would see 36 hours you worked and then you can add in 4 hours for your sick leave to make your week show 40 hours total.
Is NC State University changing its paid time-off policy?
Although some administrative practices will change, NC State’s Paid Time Off Policy will remain the same.
I’m an exempt employee. How will WolfTime affect me?
If you work in an exempt position (not subject to overtime pay), you will only use WolfTime to track and record your leave time (annual, sick, bonus, etc.).
What types of training will be provided?
Information sessions and online training resources for the WolfTime timekeeping and leave system can be found under “Training” on the WolfTime Main site. Please be sure to check the website often, as additional resources, will be added periodically.
If a department wants a wall clock who will pay for it and what is the process of ordering on?
The college division is responsible for purchasing wall clocks if required ($2750 per clock). Email/contact, Andy Naylor with the number of clocks to purchase, the college/division bookkeeping representative, the acct# the clocks should be charged to. Please allow 6-10 weeks for the clocks to arrive.
When does the system process the rounding for time for employees?
Rounding is automatically processed four times a day, (4AM, 11AM (except for Tuesday), 2PM, 7PM), It takes approximately 90 minutes to complete the processing cycle from the time its starts.
Who will need to clock in/out?
All nonexempt SHRA/EHRA personnel.
Will this system track my time down to the minute? What if I am late due to traffic?
Yes and the In/Out clock combination(s) will determine which direction the rounding will occur. Clock in when you arrive to work. Being late for work is still a conversation between the employee and supervisor that has nothing to do with clocking In/Out of the WolfTime system.
If I currently track my time on a paper time sheet, what will I use to track time with in this new system?
Each department will need to decide how time will be entered into WolfTime. They may use time clocks that mount on the wall, computer kiosks, desktop computers or mobile devices. Employees can clock in and out through the MyPack Portal using computers or mobile devices. Some departments may not allow the use of mobile devices to track time. More information will be shared by departments.
When do I need to clock in and out?
Non-exempt employees will need to clock in and out every day. If you take a lunch break, you will also need to clock out when you go on lunch and clock in when you return from lunch.
I forgot to clock in/out how do I fix my time?
If you forget to clock in or out, you will need to get your manager/supervisor to adjust your time.
Why can’t employees put in their own time into the system?
NCSU decided to implement an electronic/automated time tracking system to accurately track employee workweek hours that allows the supervisor to review/approve time worked each week.
Am I able to use a wall clock in another location?
Yes, NC State university employees can use any Kaba Wall clock on campus.
If you use a wall clock to clock in can you clock out online?
The wall clock device is purely a time collection device that updates the PeopleSoft time every 15 minutes starting at the top of the hour. The PeopleSoft system does not update the wall clock devices if the employee decides to utilizes the web clock after clocking in on a wall clock. The wall clock devices are always looking for the next punch type (IN or OUT) based on the initial wall clock submission. We encourage employees to utilize the same clock device (wall or web) to complete a punch combination (a combination = In/Out).
Is there a map of all of the Kaba wall clock on campus?
A campus map is currently being developed to highlight all of the Kaba Wall clock on campus. Please continue to check our website as more information will be added periodically.
What happens if I work more than 40 hours in a week?
If you are a non-exempt employee (subject to overtime and currently complete a paper timesheet) then any time worked over 40 hours in a week will go to your comp time balance at time and half. Let’s say you work 42 hours in a week. You would receive 3 hours of comp time. The WolfTime will have you use comp time hours first in lieu of annual/vacation or bonus leave. Remember that overtime should be approved by your manager/supervisor prior to earning it.
If I don’t have 40 hours for the week, can I work additional time the next week to make up for the missing time?
Comp time balances are only updated after the supervisor approves the employee timesheet. The employee cannot utilize comp if it is not available during the workweek (Sat-Fri) they fall short of making their standard workweek target hours.
If a non- exempt employee is to work 40 hours a week, the end of each week should reflect 40 hours whether the hours are made up of hours worked, comp time, annual leave, sick or community service.
I thought comp time had to be paid out at time and a half?
Employers can choose to allow for comp time accrual earned at time and half for hours worked over 40 in a week. The WolfTime system defaults all overtime to comp time banking. If a department needs to pay out comp time, the timekeeper can make that happen through an exceptions process.
I work 30 hours a week, will I accrue comp time if I work over my 30 hours?
Because of federal regulations, only hours worked over 40 hours will be paid time and a half. If you work over 30 hours then you will get comp time at an hour for hour basis until you reach 40 hours for that week.
Do I get paid out for comp time if I don’t use it?
Whenever comp time is earned in WolfTime, it is date stamped. If you take any vacation or bonus leave the WolfTime system will force you to use comp time first. If comp time is not utilized within 12 months of earning it the system will automatically process the aged out hours to be paid out.
What happens if my supervisor forgets to approve my time each week?
Your monthly base pay will not be impacted. Additional pay items such as shift premium, holiday hours worked, comp time, on call pay etc. must be approved by your supervisor before payments can be processed and comp balances updated correctly. Once the supervisor approves the employee timesheet the additional pay items can be processed correctly.
Do I have to take a lunch break every day?
Federal law (FLSA) and state law does not require lunch breaks, but it is a best practice for employees to take at least a 30 minute break during the work day. We encourage employees to follow college/division departmental policy regarding lunch breaks and ask your supervisor/manager if you have questions.
I sometimes work second or third shifts. How does this work in WolfTime?
WolfTime will track your clock in and clock out entries. The built-in system automation will process shift premium if the majority of hours worked each day fall between 4p.m. & 8a.m. the next morning. The supervisor still has to approve the hours before shift premium can be processed.
I am “on call” occasionally. How does this work in WolfTime?
Your supervisor or timekeeper will need to enter the on call hours on a weekly basis in order for the system to process payment correctly. On call pay is generated the following month as it is currently processed today. If you get called in, you will need to clock In and Out during the time you actually work.
What if I work on Saturday?
If you are required to work on Saturday (beginning of a workweek), you will need to clock In and Out during the time you actually work to track your hours on the timesheet. Your supervisor will have to approve the hours if it is outside of your normal scheduled workweek.
Why do my hours worked display in decimals?
It is the standard PeopleSoft format to display minutes in decimal instead of minutes. The “View/Print Monthly Timesheet” option available under the “Employee Self Service/WolfTime” icon will display the rounded processed timesheet. Please see the Rounding Guidelines, Minute to Decimal Conversion Chart.
When does the rounding of time occur?
Rounding doesn’t occur until supervisor approval. If the timesheet has been approved the “View/Print Monthly Timesheet” option available under the “Employee Self Service/WolfTime” icon will display the rounded processed timesheet.
Requesting Leave and Viewing Balances
How do I request time off?
How can I verify my paid time off balances?
What if I’m vacation and I decide to work some?
If you return from leave earlier than expected clock In/Out if you work and make any necessary adjustments to the initial leave request, cancel the request, have the supervisor deny the request so you can re-submit a new one or the college division Leave Administrator may have to intervene if the leave request has been processed.
Can the employee modify their absence request if they no longer need the full hours requested?
Employees can cancel submitted leave request or the supervisor can deny a leave request if the initial hours need to be modified.
How will Adverse weather be determined?
The System will insert an “AW” leave into the week, that an non exempt employee will have to work off (AW makeup) even the exempt employee who may have worked from home that day they will need to put AW makeup in the time sheet. Employees have 90 days to make up the time, the system will take from Comp, Annual leave then Bonus.
Does anything change regarding how I take time off?
No, other than you will now track your time off in WolfTime instead of the current Web Leave System. Balances will be transferred over to WolfTime by July 10.
What if there is a time when I need to go into negative leave—what happens?
Per state rules, you can go into a negative leave balance. WolfTime knows how much you will accrue for the year and allows up to that amount in the negative. It does require supervisor approval so employees should always communicate any potential negative amounts to make sure their supervisor will approve the request.
Do I have to use leave time if I am short of my 40 hours at the end of the work week?
Monthly wages are based on working your designated standard workweek hours so yes employees will need to submit the necessary hours to meet that expected total for the workweek, comp, annual, bonus, or sick can be used.
How will Supervisors receive their employee’s leave request?
Supervisors will continue to receive email notifications when an employee enters a leave request. Additionally, supervisors are able to view leave request from all of their employees via their manager dashboard.
Can a Supervisor designate someone to approve leave for their employee?
The supervisor and leave coordinator within the college division are the only personnel able to review/approve employee submitted leave request.
What If I’m a Supervisor and I am out and not able to approve my employees time?
Although time is to be approved on a weekly basis, a salaried non- exempt employee will continue to receive their pay. If supervisors are unavailable to approve employee timesheets on a weekly basis they should work directly with their assigned college division timekeepers.
I am a supervisor who manages temporary and permanent employees, will they both show up in the manager dashboard?
What If my employee has asked me to modify their time?
A Supervisor is able to modify an employee’s time. An Employee can submit a request via email and a supervisor can make a note in the comment section.
If I am manager and I do not approve for my employee to work over 40 hours but they worked more than that, what do I do?
I would suggest having a conversation with the employee to find out why they are exceeding their standard workweek hours and set the dept expectation. If the employee submitted weekly time is correct and it exceeds 40 hours, the employee must be paid correctly. If the situation turns out to be a performance related issue I would suggest consulting with the HR Employee Relations team for advice on addressing the situation.
How far in advance can I put in the on call shift for my employees?
We are currently reviewing the weekly process for entering on call hours so we would suggest no more than one month worth until we update the process.