Frequently Asked Questions (FAQs)

Find your question in the list and click on it to go to the answer.

General Troubleshooting Questions

New TIME Users

For Payroll Processors

TIME Kiosks

FAQ Answers

I clocked in at one time, but the system recorded another. What happened?

If the issue has to do with minutes, clock action times, with the exceptions of breaks, are rounded to the nearest tenth of an hour. This means that clock actions will be recorded as occuring at the nearest six minute interval (12:00, 12:06, 12:12, 12:18, etc.) This is Time Rounding which you can see in the chart below:

Rounded Time	Actual Clock in TIME
:00	:57, :58, :59, :00, :01, :02
:06	:03, :04, :05, :06, :07, :08
:12	:09, :10, :11, :12, :13, :14
:18	:15, :16, :17, :18, :19, :20
:24	:21, :22, :23, :24, :25, :26
:30	:27, :28, :29, :30, :31, :32
:36	:33, :34, :35, :36, :37, :38
:42	:39, :40, :41, :42, :43, :44
:48	:45, :46, :47, :48, :49, :50
:54	:51, :52, :53, :54, :55, :56

Examples:
The computer display is 12:03 and then you clock out. Your clock out time will be 12:06.

If the computer displays 12:28 and then you clock in, your clock in time will be 12:30.

I clocked in at one time, but the system recorded my time worked as an hour earlier/later. How do I change the timezone TIME sees?

If your timesheet has the wrong time zone, you need to check to see if your timesheet is set to your campus location's time zone. In the TIME portal in OneStart, select the User Preferences tab, and then click on the Change User Preferences link.  On this page, go to the Location Preference dropdown and select the abbreviation for your campus, and click Save. That will reset your timesheet time zone so it matches the campus where you work.

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TIME in the system is slow. Is there a faster way to record hours?

Yes, by using Timesheet Lite. When an employee with any synchronous job (clock in/out) follows the default 'open timesheet' link or comes from a kiosk she will only see the Clock section of the timesheet. A 'Detailed View' link below the clock action buttons will allow opening the full timesheet to add a note, add other earnings, or just to review. Timesheet Lite shortens the processing time involved in rendering the complete timesheet for employees who just want to get to, or leave, work quickly.

Timesheet Lite requires a new URL. If you are synchronous (clock in/out) and have the old URL bookmarked you should update it to https://uisapp2.iu.edu/tk-prd/TimesheetDocument.do?method=open&liteMode=1 .

The time in the system is fast (slow). Am I going to be short (over) paid?

The time the system uses is the system time on the TIME server, which is synchronized with the Navy's atomic time-clock. No changes to hours worked will be made due to disagreements over the system's time.

I received an e-mail that my timesheet is in my Action List. What does this mean and how do I keep from getting this e-mail?

A timesheet is a OneStart Workflow document initiated on behalf of the employee and saved. TIME gives Employees, Supervisors and Payroll Processors other ways to get to their timesheets, but all saved timesheets also reside in the Employee's Action List. As a default, OneStart Workflow sends an e-mail letting users know when a document has reached their Action List, in case some critical action is required.

If you like knowing when a new timesheet is available, you can continue to get this e-mail but if you'd prefer not to you can change your Action List preferences and you won't receive any in the future.

To change this preference:

1. Go to https://onestart.iu.edu
2. Click the large "Login" button on the main OneStart page, enter your username and password and click "Login."
3. Click the "Action List" link in the upper-left hand corner.
4. Click the "Preferences" link to the right of the Workflow menu.
5. Set the "E-mail Notification" preference to "None"
6. Scroll to the bottom of the window and click "Save."

(Employee) I have two jobs and accidentally clocked into my primary work area while working in another work area (or department). What should I do?
(Payroll Processor) One of my employees accidentally clocked into my work area while working in another work area (or department). What should I do?

You should notify the other work area's supervisor, or department's payroll clerk to have them add the hours to the correct work area and you can delete the time from your work area.

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I am getting a lot of email messages from the system that I don't want to receive. Can you take me off the list?

In the TIME portal in OneStart, select the User Preferences tab, and then click on the Change User Preferences link.  Here you can elect to turn off certain notifications provided by the system.  If you do not wish to receive any notifications from TIME, then make sure all checkboxes on this page are “unchecked” and click Save. 

What is the difference between synchronous and asynchronous recording of time worked?

In the TIME system, there are two methods to record the hours you have worked: synchronous and asynchronous. For all campuses, the university decided that Hourly positions would clock in and clock out to record hours (synchronous). For appointed Biweekly Staff positions, each campus made independent decisions as to whether these employees would record hours worked by entering the blocks of time manually (asynchronous) or use the synchronous method.

Depending on your department, or the type of work you do, you may log in to your timesheet through a kiosk (a dedicated machine for accessing your timesheet) or on a computer at your desk via OneStart. All calculations of hours worked and overtime (hours over 40 in a week) are handled by the TIME system so employees just need to record the hours worked. Biweekly employees (whether synchronous or asynchronous) also have the ability to record Vacation and Sick by editing the timesheet and adding these blocks manually. It is important to note that synchronous employees can only report "regular" hours worked by using the clock in/out buttons. If a correction is needed to any time worked the TIME Approver for that assignment must be contacted to make the change.

What Operating System and web browser should I use to access TIME?

This information is available on our System Specifications page for both workstations and kiosks..

If an employee does not have an IU computing account, how can they establish one?

Employees using TIME will need to have an active computing account. Information about how to establish a computing account is available in the UITS Knowledge Base.

I cannot login. Also, one of my employees cannot log in. How can I fix that?

There could be many reasons why the employee cannot log in. A good first step is to check with the Departmental Payroll Processor to ensure that the employee has a valid TIME assignment. If the problem persists, submit a problem report by clicking the "Feedback" link from the TIME page in OneStart, or consult the proper contact on the TIME Customer Support page.

Using the TIME system, how do I fill out my timesheet or correct errors? To learn how to access the TIME system, clock in and out, fix mistakes and other taks go to the UITS Knowledge Base: http://kb.iu.edu/data/dfhb.html

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Why are certain employees not showing up in TIME?

Employees are loaded into TIME from the Human Resources Management System once they have an active TIME assignment. TIME assignments can be created when an employee is hired or after an employee is hired

Can I approve timesheets from home?

If your home computer meets the system specifications and you have your OTP token (for Payroll Processors only) you can login from home and perform any of the activities in the system you would from your office.

When I open a timesheet I get a warning stating there are overlapping time blocks. What are these, why do they occur, and how do I resolve it?

Conflicting time blocks are one or more time blocks which overlap one-another. For example, a time block conflict would occur when an employee has one block from 8AM-11AM and another block from 10AM-2:30PM on the same day. These conflicts often occur when a supervisor manually enters a time block on a timesheet while the employee is clocked in during that time. To resolve the conflict delete or adjust the incorrect block(s). Timesheets with conflicting time blocks will not be paid through TIME.

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When I open a timesheet there are invalid time blocks. What are these?

Due to the effective dating of E-docs used to make TIME assignments it is possible for employees to record hours for an assignment which is then retroactively deleted. Once the assignment is deleted all time blocks occurring after the effective date of the deletion will become invalid. The hours on these blocks should be associated with a different assignment, or they will not be paid through TIME.

One of my employees accidentally clocked into my work area while working in another work area (or department). What should I do?

You should notify the other work area's supervisor, or department's payroll clerk to have them add the hours to the correct work area and you can delete the time from your work area.

There appear to be timeblocks on an employee's timesheet that span a whole day or most of a day. Where did these come from?

When an employee clocks in and then forgets to clock out for several days, when they come in for their next shift they will need to clock out of their previous shift before clocking-in for their next. The TIME system will then look at all timeblocks on the timesheet, and figure out which day the employee should have clocked out, and will retroactively clock them out at 11:59 PM. You may need to contact the employee to find out what hours they actually worked on those days and correct the timeblocks involved.

I am a Payroll Processor and I cannot see the approval button in my action list. Why not?

There can be several reasons. Here are two reasons that occur frequently, but do refer to the Timesheets chapter in the TIME User Manual also.

1) The approval button in the actions column will not appear if you have not signed in with your OTP token.

2) Click on the Document ID and open the timesheet, there will be an error message that will tell you why the timesheet is not ready to approve.

Where do I find the TIME report that produces a list of timesheets with hours by pay period?

In the IUIE there is a TIME report that produces a list of timesheets with hours by pay period that have not been approved at either the supervisor level or payroll processor level. Find in IUIE using the following path: HRMS/Payroll/Timekeeping/Auto Approved Timesheet Detail.

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What is a TIME kiosk? How do I use it?

Departments not using PCs will use kiosks (computers dedicated to the TIME system) equipped with card readers and touch-screens. Swipe your ID card at the login screen. If you have card problems, click the button on the screen and log in with your username and password.

Why can't an employee clock-in using the "CAS login" at a kiosk?

The employee will need an IU computing account. If they do not have an account they can establish one. Information about how to establish a computing account is available here. Be sure that they are using what they believe is their correct username and password. If problems persist, please have the employee click the "Feedback" link and submit a problem report for further investigation.

How do I configure a card reader for a kiosk?

Configuring a Serial Port Card Reader

• Step 1. Enabling Kiosk ActiveX:
  
  1. Login as an administrator into the computer that will be used as a kiosk.
     
  2. Open Internet Explorer and go to the following URL: https://uisapp2.iu.edu/tk-prd/kiosk/
     
  3. You should be prompted to download and install the corresponding ActiveX controller, please do so.
  
  Result: You should be able to see some feedback on the screen after swiping your Campus Id card. If you swipe the card of a current TIME employee, his/her timesheet should show up.
  
  
• Step 2. Linking the new Kiosk Group Policy:
  1. Create a new Organizational Unit (OU)
     
  2. Link this OU to the following existing Group Policy Object (GPO):  bl-uits-tk-production-kiosk
     
  3. Move the computer that will be used as a kiosk under this OU.
     
  4. Either wait for the GPO to be picked up or run the “gpupdate /force” command in the kiosk
  
  Result:  When restarted, the computer should automatically open IE  and it should redirect users to the URL mentioned in 1b above. Card readers: Card Reader technology changes frequently. Contact IU Purchasing to find out what technology is recommended for your kiosk set-up.

Configuring a USB Card Reader

• Step 1. Converting USB unit from Keyboard Emulation to HID mode
  
  1. Install this application from the magtek web site (self extracting zip) on the computer that will be used as a kiosk.
  2. When prompted to install source code - choose no.
  3. Run application with the usb card reader attached. The status bar at the bottom will say "detecting device" for a few moments, once the device has been detected, it will report the devices mode (keyboard emulation or HID)
  4. If it is in keyboard emulation mode, it will need to be converted to HID Mode: Click on ‘Load File’ button, double-click on the file (magtek application installation directory - ie C:\Program Files\Magtek)\Change To HID.txt.
  5. Then click on the ‘Download’ button (top right) or run the first two commands - 01 10 00, then 02 to rescan
  
  
• Step 2. Enabling Kiosk ActiveX:
1. Login as an administrator into the computer that will be used as a kiosk.
   
2. Open Internet Explorer and go to the following URL: https://uisapp2.iu.edu/tk-prd/kioskusb/
   
3. You should be prompted to download and install the corresponding ActiveX controller, please do so.

Result: You should be able to see some feedback on the screen after swiping your Campus Id card. If you swipe the card of a current TIME employee, his/her timesheet should show up.


• Step 3. Linking the new Kiosk Group Policy:
1. Create a new Organizational Unit (OU)
   
2. Link this OU to the following existing Group Policy Object (GPO):  bl-uits-tk-production-usb-kiosk
   
3. Move the computer that will be used as a kiosk under this OU.
   
4. Either wait for the GPO to be picked up or run the “gpupdate /force” command in the kiosk

Result:  When restarted, the computer should automatically open IE and it should redirect users to the URL mentioned in 1b above. Card readers: Card Reader technology changes frequently. Contact IU Purchasing to find out what technology is recommended for your kiosk set-up.

The kiosk is not working. What should I do?

Take each of the following steps in order until the problem is resolved:

1. Press F5 (refreshes web page)
2. Press ALT-F4 (shuts down and restarts the browser)
3. Press CTRL-ALT-DEL (reboots the kiosk)
4. Shutdown and Restart the kiosk
5. Notify department technical support