Time Clock System

Every employee will be issued a timecard that you will use to clock in and out each day by passing the timecard across a reader in the time clock on the wall next to the stairs. Your timecards will be kept in the metal cardholder on the wall next to the time clock.

OT Employees: How to Clock In and Out

Each day when you arrive, pass your card across the time clock reader and listen for a beep and flashing yellow light to indicate that it was read. Watch to see that your timecard number appears on the digital display. Clock out each day in the same manner. If you forget to clock in or out (called a “missed punch”), immediately inform the HR Department by email, indicating what time you actually arrived or left.

Incidents for Missed Punches

All missed punches earn one-half incident in the Tardiness and Absenteeism calendar, even if you call or email to say when you came in or left. It creates extra work for the payroll clerk to go in and manually enter your time so you are encouraged to make it a part of your routine that you do not forget to do.

Estate Buyers

Estate buyers are clocked in and out by what time the alarm system is inactivated in the morning and what time it is activated in the afternoon. If there is a problem with the alarm system, the buyer is to call HR immediately to clock in.

If buyers turn off the alarm later than 9:30am that is considered a tardy and earns one-half incident. If buyers set the alarm earlier than 6:00pm that is considered leaving early and earns one-half incident.

The buy office alarm system times are synched with our alarm company’s central station time. There may be times when the time that is shown on the alarm system does not agree with the time on your cell phone, computer, or even atomic clock. It may vary by two minutes or more. The time that is displayed on the alarm panel is not always exactly the same as what central station is recording, but is also updated frequently. If the alarm panel shows 9:30 or later, but your computer shows an earlier time, you may email HR to clock in at your email time. If you do not email HR, then you will be clocked in or out according to the alarm system time.

Arriving to work 5 minutes ahead of your scheduled start time should be enough to ensure that any small discrepancies of the time clock will not cause you to be recorded as tardy.

When Estate Buyers are in Old Town, they will clock in and out with their timecards.

Time Sheets

Every week, the HR Department will download all the data from the time clock and issue individual time sheets that indicate how many hours you worked and are entitled to be paid as recorded by your swipes over the time clock with your time card. When you receive your printed time sheet each week, examine it for accuracy. If you see a discrepancy please bring it to the attention of HR immediately so that it can be corrected.

If you agree with the time worked as shown on the time sheet, sign and date it and return it to the HR Department promptly so that your hours can be included in that week’s payroll.

How is Tardiness Determined?

Tardiness will be determined by what time the time clock software records at the moment that you swipe in with your time card. There may be times when the time that is shown on the time clock does not agree with the time on your cell phone, computer, or even atomic clock. The time clock is reset frequently but may be up to several minutes fast or slow at any given time, and the software is such that sometimes for example, the digital display shows 10:00 but a swipe will record as 10:01. Arriving to work 5 minutes ahead of your scheduled start time should be enough to ensure that any small discrepancies of the time clock will not cause you to be recorded as tardy.

Do Not Clock Others In or Out

Do not clock other employees in or out, even if they are standing with you at the time clock. It causes confusion and they will be upset with YOU if for any reason their card doesn’t “read” and they get charged with a half incident for a missed punch.

You might think it is doing someone a favor to clock them in if they aren’t here yet or clock them out if they forgot to clock out when they left. But you will feel bad for breaking the rules and so will they, and their behavior will never truly get corrected. When it comes to time clocks, it’s best for everyone to stand on their own.