NEW BRUNSWICK BOARD OF EDUCATION ATTENDANCE SYSTEM
IMPLEMENTATION PLAN AND PROCEDURES
IMPORTANT REMINDERS FOR THE ELECTRONIC SIGN-IN 9-4-2013
Refer to district webpage for full instructions

It is the individual’s responsibility to either memorize the first five digits on the back of the
badge or write it down in a safe place and have it with you. All badge numbers entered
manually at the clock begin with 063 followed by each person’s unique five digit number. This
number can be used when you forget your badge in order to clock in or out.
 NEW EMAIL FOR TIMESAVER ISSUES [email protected]
o In the interest of expediting your requests we are no longer accepting phone
calls or individual emails to payroll employees or Myriam Heredia for Timesaver
related issues. Please email ONLY timesaver issues, resets, badge issues,
absences and missed punch reports, missed punches corrections (only if you
can’t leave a note in the system which is the preferable method).
 Timesaver password resets – please specify if employee or manager
reset is required in the subject area of your email. All passwords are
reset to “pass1234” for both and it is case sensitive. It will be considered
your old password when you are prompted to create a new one.
o Please continue to use [email protected] for other payroll issues (Aesop,
paycheck questions, etc.).

YOU MUST CLOCK IN AND CLOCK OUT as soon as you remember (see Notes section for
corrections to time punches). Forgetting your badge is not an acceptable excuse for not
clocking in. In most cases you will not be able to print jobs without your badge. Principals,
Vice Principals, and Supervisors will be provided with a list of employees and their badge
numbers. Do not call Payroll for your badge number. In the event an administrator is not
available to provide the number send an email to “Attendance”.
Example: The badge number on this card id “00572” and “02572”
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Troubleshooting

Verification Error message
o Signifies trouble reading the finger placement;
 relax, check finger placement and try at least 6 times
 You must place the finger the same way as when you enrolled the first time. Try
different fingers if not sure which one was enrolled.
 Tips: try to wash your hands or use hand sanitizer, clean the finger pad with hand
sanitizing lotion.
 Have your principal re-enroll a new finger.
 Still having trouble? Call or email Myriam Heredia to adjust the settings for your
particular record when all else fails.

Invalid data – means you are not ready to use the system. Please email Myriam Heredia. If you are a
new hire, use the ADP Timesaver form until the issue is corrected.

If you received a replacement badge, try entering in the old badge number until the new information
is in the system. Refer to the district web page on obtaining a replacement badge.

Clock does not beep when you aim card – means card is not readable, schedule an appointment with
HR to receive a new card and continue to use your old badge number at the clock. It takes a day or
two for your new card number to be uploaded into the system, continue to enter in your old badge
number until the card reads “finger not enrolled” at that point have a Principal, HR or Myriam
Heredia re-enroll your finger. You will need to have your finger re-enrolled by your supervisor.

NEW HIRES
o The ADP Timesaver Revised New Hire form is on the district webpage. This form will only be
used when there is an “invalid data” error message for new hires until they start punching
in. New hires and/or Principal will be emailed when they are ready to get enrolled and start
the use of the badge.

Forget your badge? – you will have access to enter in your badge number at the clock. Take a
moment to look at the numbers on the back of your proximity badge. Look at the first five numbers
on the back side under the strip. Each badge has a unique number. Remember your number and do
not share this number!
o Forget to punch IN? – check the last clock used or the web if you are not sure whether you
did. Explanations follow below. You must punch in when you remember and then enter a
note explaining why you forgot. NOTES CAN ONLY BE ENTERED ATTACHED TO A PUNCH. They
can be entered for a different day just make sure to reference the date you wish the note to
be applied to. PENALTIES WILL APPLY for not clocking in or out- CAN RESULT IN BEING
DOCKED.
o Forget to punch OUT? –If you forgot your “out” punch, enter in an explanation as soon as
possible into the TimeSaver system. Reminder: you can check the TimeSaver website from
home. Explanations follow below. Do not use a form, inform your Supervisor the following
day. The Supervisor should then make a notation on the employee time card.
o Leaving early? - If you are leaving early, please obtain approval from your supervisor and
then enter a note in the TimeSaver System. Also make sure to punch out when you leave for
the day.
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
Lunch breako Please punch in and out for lunch if you are leaving the building.

Traveling employees o You are to clock in at the beginning of the day and clock out at the ending of the day at
whatever school you work on any given day.
o Punches must be even: For every punch in there must be a punch out otherwise it creates a
missed punch.

Going offsite – school business?
o Enter in a school business day in AESOP – enter an explanation. Use the appropriate in or out
of district school business day. Refer to AESOP instructions on district webpage.
o ONLY USE A SCHOOL BUSINESS DAY FOR A HALF OR FULL DAY PUNCH
 This will constitute a punch in and a punch out for the day or part of the day
o If using a full day as school business – DO NOT PUNCH IN OR OUT unless you are working a
different assignment afterwards.
o If using a half day am----you must punch in/and out in the afternoon
o If using a half day pm----you must punch in/and out in the morning

All employees will have access to the ADP Timesaver website for the following:
o To view punches – editing will not be allowed
o Approve your weekly time card (a week runs from Sunday-Saturday )
 MANDATORY – THIS IS EQUIVALENT TO SIGNING A TIMESHEET or SIGN-IN SHEET
o Enter notes that will be viewed by your supervisor and by the Payroll Department
 Enter explanations, discrepancies, etc.
 Notes will be reviewed by Payroll and adjustments will be made as necessary
 Re-check the website if you are expecting changes
 Be patient : Changes will be made according to the payroll schedules
 Refer to the posted schedules on our NBPS webpage

There is a 3 minute wait in order to enter two punches back to back so that they will be
registered properly.
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ENTERING NOTES:
Entering in a note or approving your weekly time card will be the only actions available. Refer to
the section on approving your timecard.
1. Click on the plus sign to add a note viewable by you, the supervisor and Payroll
2. Select to add the note to the “both” punches whenever this option is available.
3. Select “create custom note”.
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4.
Type your note, click on “Record”
5. The actions column will turn yellow
6. Click on “Save”, column will no longer be yellow with no plus sign after you click on save.
7.
If you don’t see the note immediately, it did not save properly. Re-enter the note.
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APPROVING YOUR TIME CARD
1. This procedure is MANDATORY to ensure that you are being paid appropriately. This step is equivalent to
signing in daily or signing a timesheet.
a. If there are any discrepancies, please use the “entering a note” option. The Payroll Dept.
and your supervisor will have access to any notes entered.
b. Supervisors, please make sure to indicate if you agree or disagree with any notes made
by your employees.
c. Supervisors will have the option to “UNDO SIGN OFF” basically unapprove a time card
and enter notes with explanations for the Payroll Dept.
d. Only the Payroll Dept. will be able to make changes to hours worked. Changes will be
made according to the Payroll Schedules and not on a daily basis.
e. Employees: if you are waiting for a change, please check the system frequently and once
the change has been made, you can proceed to “Approve” your time card. DO NOT
APPROVE WITH MISSED PUNCH ERRORS ON YOUR TIMECARD.
2. Do not hit approve until the end of a week period. Each week runs from Sunday to Saturday. You may
need to use the drop down under Pay Period to view the “Previous” week information. You will be
certifying that you agree with the information as it appears. Make sure that your time card reflects the
true hours worked; any discrepancies or approvals should be entered in the note section and approved
by the supervisor. For more information refer to the Missed Punch Attendance Policy.
Click on the “Approve Button”
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
Check off the “I Agree to the above statement” and click “OK”

If you do not agree, click on “cancel” and click on the plus sign under the “Actions” column.

Once corrections have been made or explained you must hit the “Approve” button.
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