non-exempt employee guide - university of southern california

Non-Exempt Employee Guide

Trojan Time Non-Exempt Employee Guide

©2012 University of Southern California. All rights reserved.

This document is the sole property of University of Southern California (USC) and contains

confidential and proprietary information. It is intended exclusively for the use of USC and their

agents. The user of this document agrees to protect the proprietary rights as expressed herein. The

user further agrees not to permit access to this document by any person for any purpose other than

as an aid in the use of the associated system. In no case will this document be examined for the

purpose of copying any portion of the system described herein or to design another system to

accomplish similar results. Copying, disclosure, and modification of this document without the

written consent of USC are prohibited. Persons reading this document are hereby warned that this

document is protected by law.

University of Southern California

Los Angeles, CA 90089

Trojan Time |

University of Southern California | Page i

Contents

1 | Introduction ............................................................................................... 1

2 | Access Trojan Time..................................................................................... 3

Login ....................................................................................................................... 3

Log Out .................................................................................................................... 5

3 | Getting Started .......................................................................................... 6

View Profile .............................................................................................................. 6

Email Preferences ..................................................................................................... 7

4 | Record Hours Worked ................................................................................ 9

Web Punch Template .............................................................................................. 10

Record Time In ......................................................................................................................... 11

Record Time Out ...................................................................................................................... 11

Record a Missed Punch ............................................................................................................ 12

In/Out Template ..................................................................................................... 13

Record Time In/Time Out ........................................................................................................ 13

Meal and Rest Periods ............................................................................................. 16

Meal Periods ............................................................................................................................ 16

Rest Periods ............................................................................................................................. 16

Meal and Rest Period Sanctions .............................................................................................. 16

5 | Record Non-Worked Time ........................................................................ 18

6 | Submit Timesheet .................................................................................... 20

Click Submit By Mistake ........................................................................................... 22

Forgot to Submit Timesheet ..................................................................................... 22

7 | Submit a Leave Request ........................................................................... 23

Cancel a Submitted Leave Request ............................................................................ 27

8 | Reports .................................................................................................... 28

Timesheet History ................................................................................................... 28

Leave Request Report .............................................................................................. 29

Time Away from Work Report .................................................................................. 31

Trojan Time Non Exempt Employee Guide | Introduction

University of Southern California | Page 1

1 | Introduction

Trojan Time, a secure web-based timekeeping and attendance system, allows non-exempt

faculty, staff and student employees to record worked and non-worked (i.e. vacation) time

electronically. Non-exempt employees are required to account for all hours and fraction of

hours worked.

Non-exempt employees record their worked and/or non-worked hours on a timesheet for

the current pay period, then certify their hours are correct. Supervisors, approvers, and

home department coordinators view and approve employees’ timesheets and future leave

requests online.

The University of Southern California strongly believes each employee must be paid on time

with no errors. Both employees and supervisors share responsibility for compliance with

university policies established to meet the requirements of federal and state wage and hour

laws.

Non-exempt employees are protected by a complex set of regulations concerning hours

worked, rest periods, meal periods and overtime compensation. University policy also

provides for generous vacation, sick and winter recess leave for benefits eligible employees

as well as other types of leaves that must accurately be calculated and fairly administered

for all our employees.

For additional information, please refer to the following:

• Wage and Hour Policies

University wage and hour policies are posted online at the USC Policies Web site:

http://policies.usc.edu/

• Human Resources Administration

Questions about wage and hour policies should be directed to USC Human

Resources Administration (213) 821-8111 or www.usc.edu/dept/hr/

• Trojan Time General Questions

Your Home Department Coordinator (HDC) is responsible for maintaining the payroll

and personnel records in your department. He or she can answer questions about

payroll cycles, submitting time records, how to settle disputes about time records,

and the deductions and reductions from your paycheck. To find who your HDC is,

login to www.usc.edu/payroll, select the Contacts link, and select the Home

Department Coordinators Listing.

• Trojan Time Help Site and Help Desk

The Trojan Time Help Site includes general information about the timekeeping

system, frequently asked questions and information about biweekly payroll

schedules and payroll deductions.

www.usc.edu/ttime

Trojan Time Non Exempt Employee Guide | Introduction


(213) 821-2033

[email protected]

Trojan Time Non Exempt Employee Guide | Access Trojan Time


2 | Access Trojan Time

Login

Login at https://trojantime.usc.edu

For easy access to Trojan Time, go to the USC home page (www.usc.edu) and click on the Trojan

Time link found under Popular Links.

To access Trojan Time, enter your USC Net ID, also referred as your enterprise login (usually the

same as your webmail address without the @usc.edu), and password (the same password as your

email).

If you forget your password or need to change your password, contact the ITS Customer Support

Center at 213-740-5555 or [email protected].

After you have entered your login and password successfully, you will be directed to your

dashboard.



Employees are assigned one of two timesheet templates: In/Out or Web Punch. Timesheet

templates are determined by the departments. Trojan Time will display your dashboard and

timesheet accordingly.

Trojan Time Dashboard of Web Punch Template Employee

The Trojan Time dashboard displays:

• Web Punch – displays depending on your user privileges. You can view data, such as

current date/time, time recorded today, account name, and approver name as well

as clock in, clock out and skip entry. You will not see the Web Punch section if you

use the In/Out template.

• Time Entry – contains the Time Entry and Leave Request hyperlinks.

• Reports – provides access to the Timesheet History, Leave Request, and Time Away

from Work reports.

• Frequently Asked Questions – displays questions users typically ask and provides

answers or other resources.

• Email – displays the Trojan Time email address.



Trojan Time Dashboard of In/Out Template Employee

The Trojan Time dashboard displays:

• Time Entry – contains the Time Entry and Leave Request hyperlinks.

• Reports – provides access to the Timesheet History, Leave Request, and Time Away

from Work reports.

• Frequently Asked Questions – displays questions users typically ask and provides

answers or other resources.

• Email – displays the Trojan Time email address.

Log Out

To logout select the Log Out option found on the black banner.

Trojan Time Non Exempt Employee Guide | Getting Started


3 | Getting Started

View Profile

You can view your employee, department, and work information. To update the information, please

contact your Home Department Coordinator.

To view your profile, from the dashboard, select the Select Options hyperlink, then select Profile.

To return to the dashboard, click Dashboard in the sub-menu bar.



Email Preferences

Trojan Time sends notification emails relevant to your account. You can personalize the emails

you’d like to receive. By default, all email notifications are selected to send.

The timesheet email notifications are as follows:

Notification Message When Sent

• Notification to Non-Exempt

Employee to Submit Timesheet

Reminder to Employee to review

and submit timesheet.

Second Wednesday of

Pay Period at 3:00 AM

• Notification of Rejected

Timesheet

When a timesheet is rejected by

the approver, alternate approver,

or HDC.

Upon Rejection

• Notification of Un-Rejected

Timesheet

When a timesheet is un-rejected

by the approver, alternate

approver or HDC.

Upon Un-Rejection

• Notification of Timesheet

Modification

When one of the approvers,

alternate approvers or HDC

modifies a timesheet after it was

submitted for approval.

Upon Modification

• Notification of Rejected Leave

Request

When a leave request is rejected

by the approver, alternate

approver or HDC.

Upon Rejection

• Notification of Un-Approved/Un-

Rejected Leave Request

When a leave request is un-

approved or un-rejected by the

approver, alternate approver or

HDC.

Upon Un-Rejection

• Notification of Leave Request

Cancellation

When a leave request is

cancelled.

Upon Modification



To change email delivery preferences, from the dashboard select the Select Options hyperlink, then

select Email Preferences. On the Email Notification Preferences page, deselect the check box to

stop and select the check box to start receiving email notifications.

Click Submit to save any changes made or click Back to be redirected to the dashboard.

Trojan Time Non Exempt Employee Guide | Record Hours Worked


4 | Record Hours Worked

You must record hours worked on either the Web Punch or In/Out template. The template you use

is assigned to you by your department.

Trojan Time will total the hours worked each day by accounts and round to the nearest tenth of an

hour using the following method.

1-6 minutes = .1

7-12 minutes = .2

13-18 minutes =.3

19-24 minutes = .4

25-30 minutes = .5

31-36 minutes = .6

37-42 minutes = .7

43-48 minutes = .8

49-54 minutes = .9

55-60 minutes = 1 (hour)



Web Punch Template

The Web Punch template records your time in and time out each time you select the Clock In or

Clock Out buttons. Punches are time and date stamped based on the Trojan Time server. The

recorded times cannot be altered with the exception of missed punches.

You are required to clock in at the beginning of your shift, meal period out, meal period in, and end

of your shift. Rest periods are paid and not to be recorded in Trojan Time.

The Web Punch dashboard displays the current date and time, the time that has been recorded for

the day, a drop down menu of jobs you have available, approver information and clock in buttons.



Record Time In

To record your start time for work, from the dashboard select the appropriate job in the Account

Name drop box and click the green Clock In button. You will be redirected to your timesheet and

will see your punch in time displayed.

Record Time Out

To record your stop time for work, from the dashboard select the red Clock Out button.

Note: You will not be able to change your account name when clocking out.

You will be redirected to your timesheet and will see your punch out time displayed.



Record a Missed Punch

If the time you are clocking in is not the same time you are starting work or if the time you are

clocking out is not the same time you have stopped work, you will need to record a missed punch.

For example, if you began work at 8:00am and did not remember to clock in. It is now 9:00am and

you realize that you did not punch in. Do not punch in your time at the time you remembered

because it will record a 9:00am clock in time. You will need to record a Missed punch.

To record a missed punch, from the dashboard select the appropriate job in the Account Name

drop down and select the Skip Entry button in the Action section of the Web Punch template. You

will be redirected to your timesheet and will see your punch in time displayed as MISSED.

Advise your supervisor of the missed punch immediately so they can edit the timesheet with your

real punch in or punch out time.



In/Out Template

The In/Out Template allows you to key in your time worked in a “fill in format” online timesheet.

You are encouraged to key in your time as you come in and out of your shift. You are required to

clock in at the beginning of your shift, meal period out, meal period in, and end of your shift. Rest

periods are paid for and not to be recorded on Trojan Time.

Record Time In/Time Out

To record hours, from the dashboard select the Time Entry screen.



By default, the timesheet is set up with two sets of time in/time out rows for each workweek of the

biweekly period. If you need additional time in/time out rows, click the Add a Time Type and select

Regular. This will create another set of in/out rows. Trojan Time allows for as many sets of Time

In/Time Out rows as needed.



If you are working for multiple departments, select the appropriate job in the Account Name drop

down. You now key in your start time in the first box for the appropriate date followed by the out

time immediately below (do not skip any rows).

To delete an extra set of time rows, click the Delete button found in the Action column on the far

right of the row.

After keying in your time, you must select the Save button to save the information that you have

entered. If you enter information onto your timesheet and do not click the Save button, your data

will be lost.

To exit without saving changes, click the Back button. You are returned to the dashboard.



Meal and Rest Periods

Meal Periods

The state of California requires that all non-exempt employees (faculty, staff and students) receive an

unpaid meal period of at least 30 minutes according to the following schedule:

Hours worked Applicable regulation

Up to, but not exceeding 5 No meal period required.

More than 5 but not exceeding 6 30-minute unpaid meal period, with option to waive by mutual

written consent of the employee and the supervisor. If not

waived, the meal period must start no later than the completion

of the fifth consecutive hour of work.

More than 6 but not exceeding 10 30-minute unpaid meal period must be taken. The meal period

must start no later than the completion of the fifth consecutive

hour of work.

More than 10 but not exceeding 12 Second 30-minute unpaid meal period with option to waive by

mutual written consent of employee and the supervisor if first

meal period was taken. If not waived, the meal period must

start no later than the completion of the tenth paid hour of

work.

More than 12 Second 30-minute unpaid meal period must be

taken. This meal period must start no later than the completion

of the tenth paid hour of work.

The university requires meal periods of a minimum of 35 minutes and many departments provide meal

periods of up to 60 minutes. The university also requires that the first meal period commence no earlier

than after you have worked two full hours.

Meal periods must be scheduled at times that comply with the above schedule and you must adhere to

the schedule you are assigned. During a meal period you are relieved of all duties and are free to leave

work and the premises.

Rest Periods

The State of California requires rest periods for all non-exempt employees. University policy

provides a 15-minute rest period for every 3.5 hours worked.

Meal and Rest Period Sanctions

You are required to record when your supervisor did not provide you your appropriate meal or rest

period.



To record when your supervisor did not allow you the minimum required meal or rest period entitled,

from the dashboard select the Time Entry screen. The Time Entry window displays the timesheet

for the current pay period. Above the timesheet dates, check the box for the appropriate date and

statement.

After updating the appropriate information, click the Save button. If you enter information onto

your timesheet and do not click the Save button, your data will be lost.

Trojan Time Non Exempt Employee Guide | Record Non-Worked Time


5 | Record Non-Worked Time

Non-exempt benefits eligible staff must record non-worked time, such as sick or jury duty hours

onto their timesheet. Students, faculty and resource employees are not benefits eligible

employees. Non-worked hours must be pre-approved by your supervisor.

To enter non-worked time, from your dashboard select the Time Entry screen. For In/Out template

users this screen is used to record worked and non-worked hours. For Web Punch employees this

screen is used to enter non-worked hours only.

On your timesheet, select Add a Time Type Row, then select the type of non-worked hours.

Trojan Time Non Exempt Employee Guide | Record Non-Worked Time


In the example above the employee selected the vacation time type. The window refreshes with

the new time type row displayed.

Enter the total number of hours (i.e. 2.5 for two and a half hours) under the appropriate row and

date box. Click the Save button to save any changes made.

Trojan Time Non Exempt Employee Guide | Submit Timesheet


6 | Submit Timesheet

You must record your hours onto your timesheet for the current pay period, then certify your hours

are correct. You must submit your timesheet before midnight on the last Wednesday of the pay

period. You may submit your timesheet sooner if you have completed the final shift for the pay

period.

To submit your timesheet, from the dashboard click Time Entry, verify your hours are correct, scroll

to the bottom of the timesheet and click the Submit button.



The system displays a message to you upon submitting the timesheet. The message is an electronic

signature that states, “You have recorded time for Pay Period ending XX/XX/XXXX. By submitting

the timesheet, I certify that the hours recorded are an accurate record of hours worked in the

appropriate project or department and that I took the meal and rest period I am entitled by law”.

Click Ok to consent to the message or Cancel if changes are required.

Your timesheet is submitted to your approver. Your timesheet status updates to Pending Approval

in the Timesheet Status field.



Click Submit By Mistake

If you need to make changes to your timesheet after you have submitted for approval, you may do

so if the timesheet is in Pending Approval status and it is prior to the submission deadline of

Wednesday of the pay period end date at midnight.

If your timesheet status is Approved or Rejected and it is prior to the submission deadline of

Wednesday of the pay period end at midnight, you will not be able to make changes. Your

supervisor will need to un-approve or un-reject your timesheet to unlock it. Once your timesheet

has been un-approved or un-rejected and is back to Pending Approval, you must click the Recall to

Edit button on the bottom of the timesheet. The timesheet is recalled and you are now able to

edit the timesheet as necessary and either Save or Submit the timesheet for approver.

If you need to make changes to your timesheet and it is after the submission deadline of

Wednesday of the pay period end at midnight, you will need to work with your supervisor or HDC

since you will no longer have access to your timesheet.

Forgot to Submit Timesheet

If you forget to submit your timesheet and the pay period end date has past, please contact your

supervisor or Home Department Coordinator.

Trojan Time Non Exempt Employee Guide | Submit a Leave Request


7 | Submit a Leave Request

Non-exempt benefits eligible staff must request paid or un-paid time off for a future date, up to one

year in advance, by submitting a leave request to their approver.

The type of request displays as follows:

BV – Bereavement OU – Other - Unpaid

SF –Sick Family SS –Sick Self

JD – Jury Duty VA – Vacation

WR – Winter Recess

You can verify whether your leave request was submitted, approved, rejected, or cancelled. In

addition, depending on your user preferences, an email notification is sent if the request is rejected

or un-approved/un-rejected as well as if you cancel your leave request. For additional information

on email notifications, please refer to Email Preferences on page 7.

To submit a leave request, from the dashboard select Leave Request.



The Leave Request screen will display your information, leave balances and any previously

submitted leave request along with their status.

In the Leave Balance section, review the rate, current balance, and projected balance of sick,

vacation, and winter recess hours.



To enter a leave request, select the appropriate time type in the drop down menu, enter or select

the Begin Date and End Date fields, enter the daily hours and verify the supervisor name is correct.

If needed, select a different supervisor by clicking the arrow down option next to the supervisor’s

name.

If the leave request includes a weekend that you are scheduled to work, check the Include? box. In

the Notes area, you have the option to enter comments that are seen by the approver. Click the

Add button when the information is complete.

The window refreshes with the request displayed in the Time Off requests to be submitted

section. In addition, the calendar displays the request as time off ready to be submitted. If the

leave request needs to be edited or removed, click the Delete button to the right of the request.



You may add multiple leave requests in this screen. Once all leave requests have been entered,

click Submit at the bottom of the screen to send your leave requests to your approver. A popup

message displays, “You are submitting leave time. Please click OK if these dates and hours are

correct, or Cancel if not.” If the dates and hours are correct, click OK to continue or Cancel to go

back and make corrections.



Cancel a Submitted Leave Request

If you requested time off for a future date and later determine that you need to cancel the request,

you must do so in the Leave Request Report screen.

Only leave requests that are Pending Approval or Approved can be cancelled. To cancel a leave

request, click the Leave Request Report, select List View, select status as either Pending or

Approved, enter or select the start and end dates and click the View button. Select the Cancel

option on the far right of the leave request you wish to cancel.

If you have selected the correct leave request to cancel, click the Submit button. You have the

option of adding a comment to request if needed.

Trojan Time Non Exempt Employee Guide | Reports


8 | Reports

Trojan Time contains three reports.

• Timesheet History Report – allows you to view and print up to three (3) years of your

past timesheets.

• Leave Request Report – allows you to view and print up to three (3) years of your past

submitted time off requests.

• Time Away from Work Report – allows you to view and print up to three (3) years of

your past time off.

Timesheet History

You can view your timesheet history as well as export the timesheet history information to a PDF

or CSV file. From the dashboard, select Timesheet History in the Report section. The Timesheet

History report opens with your timesheets displayed.

To view a specific timesheet, click the date in the Pay Period End Date column. The specified

timesheet displays. To export the timesheet history to PDF, click Export to PDF. The timesheet

history displays in a PDF window. To export the timesheet history to a spreadsheet, click Export

to CSV. The timesheet history displays in a spreadsheet.



Leave Request Report

The Leave Request Report allows you to view leave requests that have been submitted for

approval. The report is searchable by date range and displays in either a Calendar View or List

View for the selected dates.

To view the report, from the dashboard select Leave Request Report.



To view a calendar of your submitted leave requests, select Calendar View, enter or select the start

and end dates, and click the View button. The Leave Request Report displays the calendar view for

the specified time period. Click the arrows to scroll through the months.



To view a list of submitted leave requests, select List View, select appropriate leave request status,

start and end dates, and click the View button. The Leave Request Report displays the list view for

the specified time period.

To export the leave request information to PDF, click Export to PDF. The leave request information

displays in a PDF window. To export the leave request information to a spreadsheet, click Export to

CSV. The leave request information displays in a spreadsheet.

Time Away from Work Report

The Time Away from Work report allows you to view past non-worked hours, such as sick self,

vacation, and jury duty. The report is searchable by date range and displays in either a Calendar

View or List View for selected dates.

To view the report, from the dashboard, select Time Away from Work.



To view a calendar of your time away from work, select Calendar View, enter or select the start

and end dates, and click the View button. The Time Away From Work displays the calendar view for

the specified time period. Click the arrows to scroll through the months.



To view a list of your time away from work, select List View, select appropriate status, start and end

dates, and click the View button. The Time Away From Work Report displays the list view for the

specified time period.

To export the time away from work information to PDF, click Export to PDF. The time away from

work information displays in a PDF window. To export the time away from work information to a

spreadsheet, click Export to CSV. The time away from work information displays in a spreadsheet.

non-exempt employee guide - university of southern california

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