Time Reporting
Employee Phone Clock In/Out Procedures

I. Introduction

The George Washington University’s Time Reporting System (TRS) was designed to assist the University, supervisors and employees in reporting time and attendance. The Time Reporting System is a computer-based system connected to the University’s telephone system. The system will be used to accumulate all time worked and leave taken for bi-weekly employees. Each pay period, supervisors review reported leave and hours worked to verify all entries have been recorded. Once all entries are correct, departments authorize the electronic transmission of time and attendance information directly to the University’s Payroll System.

The University is required by law to pay all non-exempt employees on an hourly basis, even though they have a standard schedule and normally work a standard number of hours. Therefore, non-exempt employees are required to clock in/out using the University’s Time Reporting System. Departments have the option of using the telephone system or individual PCs to collect the time worked, assuring that non-exempt employees are properly compensated for all hours worked in a timely manner. See your department manager for the device you are to use for recording hours worked.

II. General Information

There are a few simple rules to follow when making telephone calls to the Time Reporting System. The rules are as follows:

1. You must use a phone designated by your department. To access the Time Reporting System , dial 202-994-2274 (4-2274). For departments with direct access please check with your supervisor.

2. After the system answers the phone, you must wait for the current time to be announced.

3. If you decide for any reason you wish to cancel the entry, simply hang-up.

4. If you make a mistake, simply hang-up or press the star (*) key twice.

5. When the system is expecting a response, it will wait up to 10 seconds for you to make an entry before canceling the connection.

6. The system tells you what to enter approximately 5 seconds after the time is spoken.

7. If you make an invalid entry, the system will re-ask for the entry.

8. You must wait for the system to respond or your entries may be misinterpreted.

9. Wait for the confirmation message before hanging up otherwise your clocking entry will not be accepted resulting in a "missed punch" on your time card.

III. Normal Employee Entry

The phone-in procedure is very simple.

Follow the steps below to make a time entry:

1. Use a telephone designated by your department.

2. Enter the telephone number, 4-2274 or a direct line defined by your department.

3. Listen for the time to be announced.

4. The system will respond, "Enter your employee number".

5. Enter the eight digits following the 'G' of your GWid number.

6. The system will respond, enter your clock code.

7. Enter the appropriate clock code.

8. Wait for the confirmation message "Thank You".

9. Hang-up the telephone.

Clock-codes

0 To skip a meal
1 To record your arrival
3 To phone out for a meal break
4 To phone in from a meal break
5 To change department or position (if you enter code 5, enter the 6-digit department number where your hours will be charged followed by the 8-digit position number.)
9 To record your departure

IV. Clocking In for Multiple Jobs

The basic procedures must be modified somewhat to provide additional information if you are changing departments or positions. In the Time Reporting System, department number refers to the Banner organization number. A schedule of these numbers is available from your supervisor.

To change departments, or to clock-in initially to a department other than your home department, use clock code 5. When a clock code 5 is entered, an additional sequence of numbers is required. Clock code 5 should be followed immediately by a 6-digit department number and your 8-digit position number.

Follow the steps below to change departments:

1. Use a telephone designated by your department.

2. Enter the telephone number, 4-2274 or use a designated direct line defined by your department.

3. Listen for the time to be announced.

4. The system will respond, "Enter your employee number".

5. Enter the eight digits following the 'G' of your GWid number.

6. The system will respond, "Enter your clock code".

7. Enter clock code 5.

8. The system will respond, "Enter your department code".

9. Enter the 6-digit department number to be charged.

10. The system will respond, "Enter your position number".

11. Enter your 8-digit position number (6-digit position number + 00).

12. Wait for the confirmation message "Thank You".

13. Hang-up the telephone.

V. Correcting Errors

There may be times when it is impractical for an employee to phone-in or an employee may simply forget. If an employee forgets to phone-in or out, or makes an error while phoning, it is the responsibility of the employee to notify his or her supervisor. If an employee fails to notify his or her supervisor and the error is not caught, the employee may have to wait until a subsequent pay period for the correction to be reflected on the paycheck.