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Policy for Biweekly Time Records

Policy Name:
Policy for Biweekly Time Records

Effective Date:
April 1, 2011

Revised Date: 
October 25, 2012

There are multiple modes of time entry for biweekly employees at Duke University and Health System.  The mode of entry is designated by the entity.  In order to ensure effective audit trails and clarify authorized transactions per role, the table below reflects proper segregation of duties.  Please use this information when assigning security roles and include in your departmental operational policies.

Role Permissible Transactions Unauthorized Transactions
Employee
  1. Swipe in/out with his/her individual badge.
  2. Record hours/tenths/shifts per day using Duke@Work time record.
  3. Record in/out time using Quick Badge, if authorized by department.
  4. Record in/out time using TimeCall on designated Duke phones if authorized by department.
  5. Record special codes using badge readers.
  6. Time and Attendance users should record requests for payment of nonproductive time via a calendar request.
  7. Record time off using the Duke@Work time record.
  8. Time and Attendance users should record all missed in/out punches or special codes via a clocking request. 
  1.  Edit in/out times using the time and attendance system.
  2. Approve individual time record. 
  3. Submit work hours in advance of the hours being worked. 
  4. Submit work hours on a day other than the day on which the hours were worked.  
Departmental Payroll Representative
  1. Manage departmental process for time card submission.
  2. Run reports using the applicable system for their assigned departments.
  3. Notify employees/supervisors of required corrections/actions prior to system lock downs.
  4. Complete gross adjustments for time cards submitted incorrectly. Submit paper time cards for employees who had critical error messages and/or were unapproved after the lockdown. 
  5. Ensure departmental process is in place for back-up approvals in the event the primary approver is absent
  1. Edit employee clockings, calendars, or requests using the time and attendance system.
  2. Approve any individual time record. 
Editors (Time and Attendance Users Only)
  1. Approve transaction requests for in/out times, special premiums, or payment for time off for all assigned employees (excluding themselves) submitted by employees.
  2. Edit in/out times, special premiums, or payment for time off for assigned employees in the event the employee is unavailable and lockdown is imminent.
  1. Approve transaction requests for in/out times, special premiums, or payment for time off in the time and attendance system for his/her individual time record.
  2. Approve any individual time record. 
Approvers/Supervisors/Managers
  1. Approve individual time records for all assigned employees (excluding themselves) on a pay period basis.
  2. Record nonproductive hours on Duke@Work time record if employee is unavailable for the entire pay period or in the event the employee has not submitted the time card.
  3. Forward approval rights in Time and Attendance to provide coverage when approvers/supervisors are out of the office and no back-up approver is in place.
  1. Approve his/her individual time record. 
  2. Approve work hours in advance of the hours being worked.
  3. Routinely edit time records for employees that he/she approves.