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ELECTRONIC TIMEKEEPING

ELECTRONIC TIMEKEEPING. TTE EMPLOYEE USER GUIDE FULL TIME EMPLOYEES T ele T im E Phone System. Table of Contents. This Presentation covers the following: Voice Recording Instructions Clocking In Clocking Out - Leave for Lunch Clocking In - Return from Lunch

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ELECTRONIC TIMEKEEPING

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  1. ELECTRONIC TIMEKEEPING TTE EMPLOYEE USER GUIDE FULL TIME EMPLOYEES TeleTimE Phone System

  2. Table of Contents This Presentation covers the following: • Voice Recording Instructions • Clocking In • Clocking Out - Leave for Lunch • Clocking In - Return from Lunch • Clocking Out – End of the Work day • Floats • Leave & Return to Premises • Multiple Transactions • Recording Future Absences • Correcting Mistakes • TTE Clock Codes

  3. INTRODUCTION • The TeleTime Phone System (TTE) is an automated system used to collect time and attendance information from employees through the telephone system. It replaces paper timesheets. • TTE records the time for activities associated with arrival or “clocking in”, “clocking out”, back from a meal break and out at the end of the work day. • Employees are to use only those phones approved by their supervisor. The system maintains an audit trail of the phone number where the punches originate from. These activities are identified and recorded based on the “clock code” used.

  4. VOICE RECORDING INSTRUCTIONS You will need to record your full name on TTE so it will play back to you after you enter your UM ID number for clock transactions.  Call 8-8463 (8TIME) or 305-284-8463 if you are authorized to call from outside the UM phone system. After the time is announced and you enter your UM ID #, you will hear the following message:  ”A recording of your name has not been found.  Please record your name by pressing any key, saying your name and then pressing any key to stop recording.  You may begin by pressing a key now. Please press 1 (to save the message), 2 (to play it back) or 3 (to re-record it).” 

  5. VOICE RECORDING INSTRUCTIONS (Continued) • Please make sure to play it back and then re-record your name at this time if you are not happy with it. It will not be possible to go back at a later date and re-record your name.  • Once you have saved your message, the next time you call in to 8-8463 (8TIME), your personally recorded name will play back after you enter your UM ID#. This added feature will help ensure that you have entered your correct UM ID# for clock transactions.  • If by error you enter another valid UM ID # and you hear another name, please hang up and call again using your UM ID. 

  6. CLOCKING IN On Telephone approved by your supervisor, dial: 8-8463 (8TIME). The TTE unit will respond and/or prompt you for the following: • “The time is" • “Please enter your Employee Number” • Enter your UM identification number, using the number “2” to represent the letter “C” • “Please enter the clock code" • Enter "1" to Clock in • "Clock in recorded" • "Thank you for using the TTE system" • AFTER you hear “Thank you”...AND the call ends THEN hang up the phone.

  7. CLOCKING OUT - LEAVE FOR LUNCH Dial: 8-8463 (8TIME). The TTE unit will respond and/or prompt you for the following: • “The time is” • “Please enter your Employee Number” • Enter your UM identification number • “Please enter the clock code" • Enter "3" to clock out for your Meal break • "Meal out recorded" • "Thank you for using the TTE system" • AFTER you hear “Thank you”...AND the call ends THEN hang up the phone.

  8. CLOCKING IN – RETURN FROM LUNCH Dial: 8-8463 (8TIME). The TTE unit will respond and/or prompt you for the following: • “The time is” • “Please enter your Employee Number” • Enter your UM identification number • “Please enter the clock code” • Enter "4" to clock back in from Meal break • "Meal in recorded” • "Thank you for using the TTE system" • AFTER you hear “Thank you”...AND the call ends THEN hang up the phone.

  9. CLOCKING OUT – END OF THE WORK DAY Dial: 8-8463 (8TIME). The TTE unit will respond and/or prompt you for the following: • “The time is” • “Please enter your Employee Number” • Enter your UM identification number • “Please enter the clock code" • Enter "9" to clock out at the end of your shift or if leaving early for the day • "Clock out recorded" • "Thank you for using the TTE system" • AFTER you hear “Thank you”...AND the call ends THEN hang up the phone.

  10. FLOATS Working in another department other than your home department Dial: 8-8463 (8TIME). The TTE unit will respond and/or prompt you for the following: • “The time is” • “Please enter your Employee Number” • Enter your UM identification number • “Please enter the clock code" • Enter “5" to clock in float • “Please enter the department” • Enter the 10 digit TAG number provided by the department • “Float recorded" • "Thank you for using the TTE system" • AFTER you hear “Thank you”...AND the call ends THEN hang up the phone.

  11. LEAVE & RETURN TO PREMISES Used for Personal appointments Dial: 8-8463 (8TIME). The TTE unit will respond and/or prompt you for the following: • “The time is” • “Please enter your Employee Number” • Enter your UM identification number • Your name will be played back • “Please enter the clock code” • Enter "87" to clock out Leave Premises • “Leave from Premises Recorded” • "Thank you for using the TTE system" • AFTER you hear “Thank you”...AND the call ends THEN hang up the phone.

  12. LEAVE & RETURN TO PREMISES (Continued) Used for Personal appointments Dial: 8-8463 (8TIME). The TTE unit will respond and/or prompt you for the following: • “The time is” • “Please enter your Employee Number” • Enter your UM identification number • Your name will be played back • “Please enter the clock code” • Enter "88" to clock in Return to Premises • “Return from Premises Recorded” • "Thank you for using the TTE system" • AFTER you hear “Thank you”...AND the call ends THEN hang up the phone.

  13. MULTIPLE TRANSACTIONS Used for On Call, Floats and secondary transactions • Enter "9" to Clock Out at the end of your shift • “Clock out recorded” • Enter "##" to enter another transaction • “Transaction saved. Caller can enter another transaction.” • “ Please enter the clock code.”

  14. RECORDING FUTURE ABSENCES • An employee can have the system record hours in the future to indicate planned absences that have been APPROVED by a supervisor. • For example an employee who has been APPROVED for vacation can record the number of hours they will be out on vacation. • Please note that it will take up to 24 hours for these times to be reflected on the timecard • Please check with your supervisor to see if he/she will be performing this function or if they prefer that you call these hours in.

  15. RECORDING FUTURE ABSENCES (Continued) Dial: 8-8463 (8TIME). The TTE unit will respond and/or prompt you for the following: • “The time is” • “Please enter your Employee Number” • Enter your UM identification number • Your name will be played back • “Please enter the clock code” • Enter "81" to enter Non-Clocked time • “Please enter the pay code” • Enter one of the following: 170 – Vacation 191 – Floating Holiday 700 – Sick

  16. RECORDING FUTURE ABSENCES (Continued) • “Please enter the date or enter # for today’s date” • Enter “mmdd” (month and day only) or “#” • “Please enter the number of hours” • Enter – 0750 for 7.50 hrs; 0800 for 8.00 hrs • The system will play back the department number, pay code, date and the number of hours and will prompt you to: Press “1” to accept these values or “2” to re-enter these values (to correct any errors) or “9” to accept these values and hang up”. • Please press “1” for another non-clocked transaction; “4” to repeat the transaction for the following day or “9” to exit” • Press “4”to repeat the transaction • “Transaction repeated for ----- (date) • Continue to press “4” to repeat the transaction for the required days

  17. CORRECTING MISTAKES • Enter "**" after the code entered by mistake • “Last transaction cancelled. Please enter the clock code.” • Enter correct clock code • “Clock -----recorded.” • “Thank you for using the TTE system.” • AFTER you hear “Thank you”...AND the call ends THEN hang up the phone.

  18. TTE CLOCK CODES Clock Code Description • 1 Clock In • 2 Call back/call in • 3 Meal Out • 4 Meal In • 5 Floats • 9 Clock Out • 81 Non clocked time • 82 On call start • 87 Leave Premises • 88 Return to Premises • 89 On call stop

  19. OTHER CLOCK CODES Clock Code Description • 60 Day off worked – Calculates OT at time and a half • 64 Dispatch Relief – Used by Public Safety Coral Gables ONLY • 65 Dispatch Overtime - Used by Public Safety Coral Gables ONLY • 68 Compensatory Time earned – Pre-approved by supervisor in lieu of OT

  20. ELECTRONIC TIMEKEEPING You may print these instructions for future reference by selecting the File Print Option. THANK YOU FOR USING TTE The TeleTime System PAYROLL OFFICE 760 Gable One Tower Locator 2976 305-284-6787 TTE Employee Manual Rev. 04/09

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