Frequently Asked Questions | Administrative Systems (2024)

Please view the payroll calendar for detailed information on lockdown and pay dates.

If an employee in a department without an automatic lunch misses their lunch swipes, the employee should submit two clocking requests, one for the out swipe and the other for the in swipe associated with the lunch period.

Controllers and Administrators have the ability to reject a time card report. The employee's information is still available for viewing but the employee is not paid from the system.

You may have a filter saved as a default. Once you clear the filter all employees display in the listing.

Supervisors may make edits on the Calendars, Clockings, Exceptions, and Employee Information screens without having to transmit as they switch from one edit screen to another. Transmit sends information for the current edit screen (for example just Calendars). Transmit All sends all edits from for all edit screens.

A supervisor lock prevents a supervisor from editing any employee within their listing. This is used at the end of the pay period to prevent supervisors from editing information when the payroll staff is attempting to close out the pay period. An individual lock prevents all supervisors from editing the employee. This may be used at any time during the pay period to prevent any changes to an employee's information.

Yes. It is recommended that in most situations, it is appropriate for editors/approvers to address requests for calendars or clockings on a daily basis.

Clockings are collected from the badge readers, TimeCall, and QuickBadge continually. Shortly after the employee submits their time the entry is posted to the system.

No. Editors will have a the ability to change the time card until the hard lockdown occurs. If the time card has been approved, a message will display at the top of the card indicating the timecard is approve. Editing the time card will revert the card back to an unapproved status. The card will need to be approved again for time to pass to payroll.

Approval rights can be forwarded to any other Time & Attendance user. Forwarding rights will allow the receiving supervisor to see, edit and approve all timecards the forwarding approver has access to. Controller accounts have approvers attached to them and can also approve timecards.

When the portal locks, employees will be paid all calculated hours appearing on timecard, unless there is a critical exception (red check) on the employee's timecard. If worked time or PTO was not added prior to lockdown, manager will need to contact the departmental payroll representative to have additional hours paid via manual paperwork. Approval of timecards is an auditing requirement and, if not done, places the supervisor out of compliance.

Biweekly employees' vacation/sick/holiday balances should update automatically when the transfer is processed. This is done in Corporate Payroll within two pay periods. Monthly employees' balances should be forwarded to the Time & Attendance Office for updating manually.

Departmental payroll representatives process terminations and transfers. Termination date is entered by Corporate Payroll; this triggers a red dot to appear by the employee's name, which indicates the employee will fall of the supervisor's list within 2-3 pay periods. If the employee has terminated but none of the above has occurred, follow up with the departmental payroll representative. If an employee has transferred from your area but is still showing on your list, contact the Time & Attendance Office with the employee's name, unique ID and the name of the department they've transferred to. If the employee has transferred to an area that does not use Time & Attendance and that is not on PTO, they will remain on your list until removed.

The beginning STB balance is what is used for time away from work for vacation, sick, holidays, or personal time. The ending balance factors in PTO accrued within the pay period that the employee is not eligible to use until the next pay period.

Check the exception messages to see if the employee has an insufficient balance message. If so, the amount of PTO entered exceeds the beginning balance. Additional exception messages along with any PTO entries being converted to PTOUS (PTO unpaid , scheduled) or PTOUU (PTO unpaid, unscheduled) indicate that the employee's Daily Hours are not in agreement with the actual work schedule. If employee works a combination of 8 hour days and 12-hour days, the DAILY HOURS should always be set at the higher of the two. The daily hours determine the max number of PTO hours that can be entered for a single day.

Each entity has a designated HR person who submits new account requests. The following is the information needed in order to set up a new ReportXpress account:

• User's name, unique ID and NET ID
• User's e-mail address
• User's dept name and four-digit dept/cost center number
• User's contact phone number
• User's level of access (controller, approver, editor, view only)
• Who should approve the user's timecard?
• The dept name and four digit dept/cost center number that user is requesting access to, or list of employee names and unique ID's. (If this info is not provided, then account cannot be set up.)
• Should user's account be attached to any controllers?

When an employee is on Family Medical Leave, all time away from work should be coded using pay codes beginning with the FML (i.e., FMLST, FMLLB, FMLCB). These codes allow for automatic tracking of FML hours used. If FML codes are used and hours are not deducting, there will also be an exception message at the top of the timecard. Reference the ReportXpress User Manual.

There is no limitation in the time and attendance system that restricts how far in advance an employee can request payment for time away from Duke.Please contact your manager as for more information as departmental policy may define the time period for requests.

Yes. There is no restriction on how many people can access an employee's time card simultaneously. As "Courtesy Lock" is available which will notify others if you are working in a card.

Locate the nearest badge reader and use until the badge reader in your area is repaired.Immediately report the badge reader down to the appropriate Help desk.

Duke Hospital departments shouldcontact the API Resource Office at 919-681-2484. Other DUHS entities and University departments shoudl contactCorporate Payroll Services at 919-684-2642.

The employee's ID badge information may need to be updated in the Time & Attendance system. Each entity should consult their respective HR representatives for assistance. The employee may submit clocking if the pay period closing is imminent. If the pay period locks with no hours on the employee timecard, then the payroll representative will have to submit manual paper time carein order for the employee to be paid.

Multiple beeps indicate your badge was facing the wrong way when you swiped your badge. When you swipe your badge correctly, the badge reader will beep once and record your time. To swipe your badge correctly, face the strip on your card - out - from the reader display

The problem could have two causes. First, the badge reader display should read ' Please swipe badge' before you swipe your badge. If the badge reader displays 'Network full', contact the DHTS Help Desk at 919-684-2243 and tell them the location and number (located on the display) of the badge reader. The Help Desk will contact a Technician to check the reader. Inform your Supervisor or Manager so they can record your time manually. All swipes taken before the reader indicated 'Network full' are saved. If the reader correctly recorded the time for a previous employee, the problem may be your badge. Contact the Medical Center Duke Card Office at 919-684-2273 to obtain a new badge or the Duke University Card Office at 919-684-5800. Submit clocking requests by logging into your time card through the website until the problem with you badge can be corrected.

Both the badge reader and the telephone system store transactions until the network connection is restored. The stored data is then downloaded when the Network comes back online. Please continue to swipe or call in your time during the system downtime.

The badge reader has not been 'polled' yet. The badge readers can store approximately 1,200 card swipes. The reader is periodically polled and the data downloaded to online database. Check it at a later time to view the polled data.

The system has not been 'polled' yet. The system is periodically polled and the data downloaded to the database. Check it at a later time to view the polled data.

Locate the nearest badge reader and use until the badge reader in your area is repaired.Immediately report the badge reader down to the appropriate Help desk.

Duke Hospital departments shouldcontact the API Resource Office at 919-681-2484. Other DUHS entities and University departments shoudl contactCorporate Payroll Services at 919-684-2642.

The employee's ID badge information may need to be updated in the Time & Attendance system. Each entity should consult their respective HR representatives for assistance. The employee may submit clocking if the pay period closing is imminent. If the pay period locks with no hours on the employee timecard, then the payroll representative will have to submit manual paper time carein order for the employee to be paid.

If an employee in a department without an automatic lunch misses their lunch swipes, the employee should submit two clocking requests, one for the out swipe and the other for the in swipe associated with the lunch period.

Red check marks indicate a condition exists preventing the employee's information from processing. This condition must be corrected in order for the employee to be paid. Black check marks alert a condition whereby the employee may not be paid properly, however the employee is still paid.

Supervisors do not have the option to reject an employee's Time Card. They must contact a Time & Attendance Controller or Administrator to reject a time card.

Yes. You can see the pay codes that apply to your time card in the Pay Distribution Card located in the bottom right section of the time card screen (TCS).

Mozilla Firefox is the MAC compatible web browser that supports the Duke@Work portal.

Yes. PTO fill (PF) can be entered as a special code either at the badge reader or as special code transaction request.

Multiple beeps indicate your badge was facing the wrong way when you swiped your badge. When you swipe your badge correctly, the badge reader will beep once and record your time. To swipe your badge correctly, face the strip on your card - out - from the reader display

The problem could have two causes. First, the badge reader display should read ' Please swipe badge' before you swipe your badge. If the badge reader displays 'Network full', contact the DHTS Help Desk at 919-684-2243 and tell them the location and number (located on the display) of the badge reader. The Help Desk will contact a Technician to check the reader. Inform your Supervisor or Manager so they can record your time manually. All swipes taken before the reader indicated 'Network full' are saved. If the reader correctly recorded the time for a previous employee, the problem may be your badge. Contact the Medical Center Duke Card Office at 919-684-2273 to obtain a new badge or the Duke University Card Office at 919-684-5800. Submit clocking requests by logging into your time card through the website until the problem with you badge can be corrected.

Both the badge reader and the telephone system store transactions until the network connection is restored. The stored data is then downloaded when the Network comes back online. Please continue to swipe or call in your time during the system downtime.

The badge reader has not been 'polled' yet. The badge readers can store approximately 1,200 card swipes. The reader is periodically polled and the data downloaded to online database. Check it at a later time to view the polled data.

To re-enter data while you're in the system, press the * (star) key. This takes you back to the last prompt so you can re-enter your information.

Yes. After one employee completes their badging transaction, press the * (star) key until the system prompts you for an employee number, then the next employee number can be entered.

Both the badge reader and the telephone system store transactions until the network connection is restored. The stored data is then downloaded when the Network comes back online. You are encourged to validate that swipes are captured by validating the clockings by viewing your time cards through the website.

The system has not been 'polled' yet. The system is periodically polled and the data downloaded to the database. Check it at a later time to view the polled data.

When you get to the screen to enter your date range, go ahead and enter the range for the entire time you want off. When you click on the yellow star to choose the PTO activity code you will get another screen that has a field labeled Days. Change that number to 3 (to represent the days you want to use PTO). Choose the appropriate PTO code and click apply. You will see that your date range is the same, but PTO was assigned to the first days of your Request Off. If approved, your calendar will be blocked for all 5 days, but only the first 3 will use the PTO activity code.

Yes. The time and attendance system is accessible from any computer that has web access. The Duke@Work portal where the system is accessed is supported by Internet Explorer and Mozilla Firefox web browsers.

Monthly employees in DUHS are required to record a clocking once per day to record their presence at work. Monthly University employees are only required to record a clocking based upon departmental policy.

There is no limitation in the time and attendance system that restricts how far in advance an employee can request payment for time away from Duke.Please contact your manager as for more information as departmental policy may define the time period for requests.

Yes. There is no restriction on how many people can access an employee's time card simultaneously. As "Courtesy Lock" is available which will notify others if you are working in a card.

To re-enter data while you're in the system, press the * (star) key. This takes you back to the last prompt so you can re-enter your information.

Yes. After one employee completes their badging transaction, press the * (star) key until the system prompts you for an employee number, then the next employee number can be entered.

Both the badge reader and the telephone system store transactions until the network connection is restored. The stored data is then downloaded when the Network comes back online. You are encourged to validate that swipes are captured by validating the clockings by viewing your time cards through the website.

Staff members can:

• Viewtheir timecard.

• View their schedule.

• View their benefit balances.

• Enter a request for a missed clocking.

• Enter a request for a calendar (PTO, STDBY, JURY)

Staff members cannot:

• Clock in or out.

• Self Schedule.

• See as much detail as on a computer screen.

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Approvers and/or Editors can:

• Viewtimecards for their staff.

• Review and approve/deny staff requests for clockings and calendars.

• Review staff exceptions.

• Call or email staff from the app.

• Add clockings and/or calendars for staff.

• Approvers can approvetimecards.

Approvers and/or Editors cannot:

• See as much detail as on a computer screen.

• Sort, filter, and search as on a computer screen.

• Work on the schedule.

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The API Mobile App is configured to use your NetId and password for authentication purposes. For more details on required steps for setting up the mobile app, go to the Downloading and Logging in Quick Reference Guide.

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Yes, simply run the Activity Codes report. For this purpose you can run the summary report instead of the detailed report.

Contact the ActiveStaffer liaison at your facility. At Duke, contact Joe Richardson at 919-681-2484, at DRH, contact Reba Beavers at 919-470-4192, and DHRH contact Glenda Debord at 919-954-3347. You can also contact Julia Bambach at 919-681-2484.

Contact the IOP Office at your facility for more information on this specific employee.

Only the manager of the primary department can access the employee's record to enter license information, rotating schedules, etc. You can still enter activity codes for this employee on your schedule grid by clicking directly in the cell for the day you want to schedule the employee. You cannot, however, click on the employee's name to enter the employee record.

Do you have a filter turned on? For instance, if you created a filter to see on the nurses, and it is turned on, you will not see the NCAs, HUCs, etc. Look at the tool bar on the top of your screen and click on the one that says (No Filter) to clear your filters.

You may have accidentally clicked on the Pending or Posted button on the toolbar at the top of the schedule screen. By default, both buttons are pushed in (shaded gray). If you have only pending schedules, and you accidentally click on the pending button, the pending schedules will go away (this works like a filter). Likewise, if you have only posted schedules and you press the posted button, the posted schedules will disappear. Furthermore, you will only see the pending symbol when both buttons are activated. If you have pending schedules and you press the posted button, the pending schedules will still be there, but the lady bug symbol will disappear. They are still pending schedules, the system just doesn't need to differentiated between pending and posted since you filtered the posted schedules out.

You have 30 minutes before your lock on a working schedule expires. You have 5 minutes before your lock on an employee expires. If you need to leave the computer to take care of other items, be sure you SAVE what you were entering, especially if you were working on the schedule itself. Also, when you return to ActiveStaffer, click SAVE again. If you lose your lock you not only will have lost anything you entered before you switched tasks that wasn't saved, but also anything you entered when you returned to ActiveStaffer. The system does not tell you that your lock is gone until you try to save.

You must reapply the staffing template. In an open schedule screen, go to the bottom half (where the needs are displayed) and right click. Choose Open Working Schedule. When the staffing template appears, click the button in the top right that says Reapply Staffing Template. Select your revised template from the drop down and select the coverage periods that need updating. Click OK.

First, try to type in the schedule you think they should have received and see if you get any error messages. If so, the error message will clue you in to why they did not receive that schedule. For instance, they could have an expired license or already be scheduled at their approved hours. If that doesn't provide any hints, look at your rotating schedule with preferences. Did you give this person a core/track schedule? If so, did that correctly populate? Did you also give them preferences? Remember, in the employee record you have to put the preferences as check marks on the rotating schedule AND list the activity codes they prefer to work under Schedule Preferences. You can also prioritize the preferences using the up and down arrows on the Schedule Preferences screen. Were there any needs for the activity codes that employee prefers? If not, the system won't schedule them. If you did not enter any core schedules nor schedule preferences, this employee will not populate the schedule unless you run the open schedules without preferences scheduling pass. In other words, you should have either core schedules, schedule preferences or both in the system for your employees. If you still are unable to populate a schedule for the employee, please call the ActiveStaffer office at 919-681-2484 or send an email to the API Resource Group.

Schedules should be posted 2 weeks before the schedule period. However, to avoid putting too much strain on the system, we recommend posting the schedule the Friday before the Payroll Monday that is two weeks before the schedule period. If you like, you can post, but not post the printed schedule until Monday. If you have not posted by Monday, please wait until Wednesday.

You are correct. You cannot print a schedule by profile, but you could print one by job class. However, since most profiles can be worked by more than one job class, this will not help you much. The system as been set at the facility level to sort the schedule so that employees in the same profile are listed together. If you are having problem with how your schedule is sorted, please send an email to the API Resource Group.

When choosing the parameters for the schedule, be sure to select BOTH for the Employees field. If you only want to see those who do have an activity code scheduled, choose WORK. If you choose HOME you will only see employees in your home cost center, whether or not they have a schedule.

If you are making a change because of a call out simply double click on the schedule they were to work, change the activity code to ABS, (you can choose an 8, 10 or 12 hours code or put in the start and end time for a generic code) and click ok. There is a box in the lower left corner of the screen that says Posted. It should be checked automatically and grayed out. That will change the schedule as posted. Follow the same process to change any existing activity code to a new activity code. If you are putting in a new code in an empty cell, you can either enter the code directly, right click on it, and choose Post Schedules>Post selected schedule OR (if there is more than one to post) Post Employee Row Schedule. You can also double click on the blank cell, enter all the information (position, profile, activity code) and check the posted box in the lower left corner.

Perhaps this callout occurred while the link between ActiveStaffer and ReportXpress was down. This link will be down starting at 9am on payroll Mondays until payroll comes back up (generally by 7am Wednesday morning). If this is the case, the information will wait in a queue until the link is restored. Look again on Wednesday. If the information still did not flow correctly, or if you did not enter the information during the link's downtime, call the DHTS Help Desk at 919-684-2243 and have them enter a Remedy ticket.