Policies & Guidelines

Introduction

The KRONOS electronic timekeeping system is the official basis for recording hours worked for designated employees of the Division of University Facilities of Montclair State University.

Handwritten timesheets and manual time cards have been replaced by KRONOS-generated timesheets as of December 31, 2011. Handwritten time sheets are not to be used unless authorized in advance by a supervisor.

Official Time

KRONOS is the attendance management system for designated employees within the Division of University Facilities. Timekeeping data is fed to the Office of Payroll Services so that employees are paid for actual time worked. The central HR/Payroll system for Montclair State University is the system of record for employees, employment, and pay. If there is a variance due to timing or a discrepancy between reports, then KRONOS is not the system of record. In such a case, consider it to be a reporting tool only.

Please see the KRONOS Facilities Payroll Schedule.

Methods for Reporting Time

The terms “clock in” “punch in” and “swipe in” or out all have the same meaning. They refer to the action whereby an employee slides his or her ID card through the slot on a time clock which reads the employee’s CWID number; confirms his or her identity by using the biometric verification, and transmits this information to the KRONOS timekeeping database.

Clocking In and Out by Employees

Employees are required to clock in at the start of the workday and clock out at the end of the workday using the MSU employee identification card and the Kronos clock with biometric verification, unless authorized by a supervisor.

Employees are expected to arrive and to depart on schedule. An employee is considered tardy when he or she clocks in after his or her starting time. Similarly, an employee leaves early when he or she clocks out prior to the end of the workday without permission from his or her supervisor.

Failure to comply with these requirements shall be grounds for disciplinary action. Other requirements include:

  • Employees should not clock in more than 15 minutes before their scheduled starting time unless authorized in advance by a supervisor.
  • Employees clocking in 6 or more minutes after their scheduled starting time will be recorded as tardy, unless a supervisor has approved the late arrival.
  • Employees clocking out 6 or more minutes before their scheduled ending time shall be recorded as leaving early, unless authorized to do so by a supervisor.
  • Employees should not clock out later than 5 minutes after the end of their work schedule, unless authorized.
  • Employees leaving work for any authorized personal reason during the day must clock out when leaving campus, and clock in when they return.

Note: Clocking in to the Kronos system indicates that an employee is ready to begin his or her workday.  It is not permissible for an employee to clock in for the day and then leave the building to conduct personal business such as eating, smoking or parking one’s vehicle. An employee will be documented as tardy when such instances occur.

Missed Clock Punches

In the event that an employee fails to clock in or out at any time during the workday, he or she must complete and sign a Missed Punch Form , and submit it to his or her supervisor for processing. Failure to clock in or out as directed more than two times a week or a pattern of failing to clock in and out on a regular basis may result in disciplinary action.

An employee’s time record may not be edited for missed punches at any time without a Missed Punch Form which has been signed by both the employee and the supervisor.

Failure to follow designated missed punch procedures can result in disciplinary action.

Rounding Rule

Kronos clock punches will be rounded according to a five-minute grace period with a fifteen-minute round.

Example: An employee is scheduled to start work at 7:00 a.m. If the employee clocks in at 7:05 a.m., the employee will be paid starting at 7:00 a.m. If the employee clocks in at 7:06 a.m., the employee is marked as tardy and is eligible to be docked 15 minutes by his or her supervisor for excessive lateness. If the employee clocks in after 7:15 he or she will be docked according to the rounding rules listed below.

Example: An employee is scheduled to start work at 7:00 a.m. If the employee clocks in between 6:45 a.m. and 6:59 a.m., he or she will be paid beginning at 7:00 a.m.

Note: Clocking in early or out late on a regular basis, without prior authorization from a supervisor, is a violation of University policy. Repeat occurrences may lead to progressive disciplinary action. Additionally, clocking in early or out late without prior authorization from a supervisor will not result in pay beyond scheduled hours. Employees are allowed one (1) instance of clocking in or out beyond the designated parameters per month.

Use the following as a guide to determine the round when clocking in:

7:45 a.m. to 8:05 a.m. = 8:00 a.m.
8:06 a.m. to 8:20 a.m. = 8:15 a.m.
8:21 a.m. to 8:35 a.m. = 8:30 a.m.
8:36 a.m. to 8:50 a.m. = 8:45 a.m.

Use the following as a guide to determine the round when clocking out:

2:54 p.m. to 3:08 p.m. = 3:00 p.m.
3:09 p.m. to 3:23 p.m. = 3:15 p.m.
3:24 p.m. to 3:38 p.m. = 3:30 p.m.
3:39 p.m. to 3:53 p.m. = 3:45 p.m.

Note: Although the Kronos system rounds clock in and clock out times to the nearest quarter hour, actual clock in and clock out times will be monitored for tardiness or early departure.

Clock Problems

If an employee is unable to punch in or out due to a time clock malfunction, it is the employee’s responsibility to immediately inform his or her supervisor.

The supervisor will manually clock the employee in or out. To substantiate the manual punch, the supervisor will submit a Missed Punch Form signed by the employee and the supervisor to be approved by the unit or department head.

The manual punch will then be added to the employee’s in or out punch for the time required.

If the supervisor cannot be contacted, it is permissible to inform the unit or department head directly.

The supervisor or unit/department head will notify the Facilities Service Desk (x5444) of any clock problems.

Lost, Stolen or Missing Identification Card

Every staff member is required to have a University-issued photo identification card. University policy requires all employees to carry their MSU identification cards at all times while on campus. Lost cards must be immediately reported to the employee’s supervisor and the University ID Card Office. Employees must go to the ID Card Office to purchase and obtain the replacement card at the University’s required fee.

If an employee fails to use or report as lost his or her identification card for two consecutive workdays, the card will be deemed as lost and the employee will be required to go to the University ID Card Office to purchase a replacement.
Payment of lost cards is accepted by cash or Red Hawk Dollars only.

Employees who have lost or forgotten their ID cards may be manually clocked-in and out by his or her supervisor with a ‌ signed by the employee and the supervisor.

Excessive forgetting or loss of the employee identification card may be cause for progressive disciplinary action.

Damaged Identification Card

It is the responsibility of an employee to care for and maintain his or her ID card in such a manner as to ensure proper function, as well as appearance.  Employees must not punch holes in or otherwise physically alter the MSU ID card as it may damage the technology embedded within the card.  It is also not advisable to leave the card in the sun or allow it to become demagnetized.

If an employee’s identification card stops functioning due to normal wear and tear, the employee should immediately inform his or her supervisor and turn in the damaged badge to the University ID Card Office to receive a replacement card at no cost to the employee. Until the new card arrives, the employee will be manually clocked in by the supervisor using the established manual clock in and out procedures. If the ID Card Office refuses to replace at no cost an ID card damaged due to normal wear and tear, then the employee should contact his or her supervisor.

If an employee’s identification card becomes damaged or mutilated to the point where it no longer functions properly and it cannot be read by the Kronos time clock, and it is deemed that the damage is outside the scope of normal wear and tear, the employee must immediately inform his or her supervisor and turn in the damaged badge to the University ID Card Office, to purchase a replacement card at the University’s designated fee. Until the new card arrives, the employee will be “manually” clocked in by his or her supervisor using the established manual clock in and out procedures.

Damaged cards must be turned in to the ID Card Office before a new card will be issued.

Note: Montclair State University identification cards are non-transferrable and misuse can result in disciplinary action and/or fines of $20 or more.

Current policies and fees may about the University ID Card Office are available on the ID Card Office's website.

Falsification and Tampering

The following are considered serious offenses.  Due to the severity of these infractions, all employees involved will be subject to immediate disciplinary action, up to and including termination.

The Supervisor and the Human Resources Department will review the specific details of such an infraction and develop an appropriate response.

  • Working prior to clocking in or working after clocking out without proper approvals.
  • Attempting to clock in or out for another employee and/or requesting that someone else clock in or out for you (a.k.a. “buddy punching”).
  • Interfering with the timekeeping hardware or software.
  • Attempting to damage or subvert timekeeping systems.
  • Interfering with another employee’s use of the time clock.
  • Altering time keeping data without authorization.
  • Being in possession of another employee’s identification card at any time.

Guidelines for Clock in and Out Violations and Occurrences of Recorded Tardies and Early Clock Outs

First occurrence: Documented verbal warning and Corrective Action Form from immediate supervisor.

Second occurrence: Written reprimand completed by supervisor and placed in the employee’s personnel file.

Continued excessive failure to comply may lead to further disciplinary action up to and including termination. Offenses include: failure to clock in or out as directed, clocking in too early, clocking out early, clocking out late, or failing to get permission for overtime.