TL - HRS Time Clocks (UW-Madison) - Athletics Time Collection Device (TCD)

Athletics is using Time Collection Devices (TCDs) in order to keep track of employee hours. You will see slightly different screens when you go to clock in based on your personal job information. If you have more than one job, you need to select which one you are clocking in for.

  • This document applies only to UW-Madison. Users from other campuses should refer to documentation intended for their campuses.
Click on one of the below links to be taken to the section with instructions on how to use the TCD:
Buttons on the TCD that will be Used
Clocking In with Only One Job
Clocking In with Multiple Jobs
Clocking Out
Frequently Asked Questions (FAQs)

Possible Error Messages that you may Receive:
Invalid Selection Error
Badge Invalid when Clocking In
Not Assigned to Any Job
No Event List Error

Buttons on the TCD that you will be using:

Enter, Cancel, Scroll Up, Scroll Down, In and Out buttons pointed out on a TCD

Clocking In with Only One Job
  1. When you go to clock your time, the Time Collection Device (TCD) screen will say, "Welcome to UW Athletics. Please Select a Transaction" followed by either "Offline" or "Online" and the current Date and Time. It does not matter if it says "Offline" or "Online" because the transaction will be recorded either way.

    To clock in, press the green In button Green in button .

    Athletics TCD with the Clock In button highlighted

  2. The clock will beep once and the screen will display the words,"Please Present Badge".

    You have 10 seconds to move your badge to within 1-2 inches of the white ovals on the front of the time clock to begin recording a transaction.

    Please Present Badge screen on the TCD

    IMPORTANT: If this is not done in 10 seconds, the clock will beep twice, flash a red LED light twice, and no transaction is recorded. You will need to enter the transaction again.

  3. The clock will beep twice and flash a green LED. The screen will say, "Choose an Event" followed by a list of events. The first event on the list will automatically be highlighted and up to six events can be displayed at a time. The events are listed in a loop format which means if you reach the end of the list, the beginning of the list will be displayed again. You have 10 seconds to choose the event.

    You can use the Scroll Down Scroll Down button and Scroll Up Scroll Up button buttons to highlight the correct event. When you have the correct event highlighted, press the Enter button Enter button.

    Choose an Event Screen with the Scroll Up, Scroll Down, and Enter buttons pointed out

    IMPORTANT: If this is not done in 10 seconds, the clock will beep twice, flash a red LED light twice, and no transaction is recorded. You will need to enter the transaction again.

  4. The TCD will beep once and flash a green LED. The screen should display, "Clock In Accepted" and the transaction will be recorded.

    TCD with the Clock In Accepted Screen

Clocking In with Multiple Jobs:
  1. When you go to clock your time, the Time Collection Device (TCD) screen will say, "Welcome to UW Athletics. Please Select a Transaction" followed by either "Offline" or "Online" and the current Date and Time. It does not matter if it says "Offline" or "Online" because the transaction will be recorded either way.

    To clock in, press the green In button Green In button.

    Athletics TCD with the Clock In button highlighted

  2. The TCD will beep once and the screen will display the words,"Please Present Badge".

    You have 10 seconds to present your badge to within 1-2 inches of the white ovals on the front of the time clock to begin recording a transaction.

    Please Present Badge screen on the TCD

    IMPORTANT: If this is not done in 10 seconds, the clock will beep twice, flash a red LED light twice, and no transaction is recorded. You will need to enter the transaction again.

  3. The TCD will beep twice, flash the green LED, and the screen will display, "Choose a Job" followed by a list of your Athletics job descriptions. The first job on the list will automatically be highlighted. The TCD can display up to six jobs on the screen at a time. The jobs are listed in a loop format, this means if you reach the end of the list, the beginning of the list will be displayed again. You have 10 seconds to choose the appropriate job.

    To select the job you want, use the Scroll Down Scroll Down button and Scroll Up Scroll Up button buttons to highlight the job, then press the Enter button Enter button.

    Choose a Job screen on the TCD with the Scroll Up, Scroll Down, and Enter buttons highlighted

    IMPORTANT: If this is not done in 10 seconds, the clock will beep twice, flash a red LED light twice, and no transaction is recorded. You will need to enter the transaction again.

  4. The TCD will beep once and a green LED will flash. The screen will say, "Choose an Event" followed by a list of events. The first event on the list will automatically be highlighted and up to six events can be displayed at a time. The events are listed in a loop format which means if you reach the end of the list, the beginning of the list will be displayed again. You have 10 seconds to choose the event.

    You can use the Scroll Down Scroll Down button and Scroll Up Scroll Up button buttons to highlight the correct event. When you have the correct event highlighted, press the Enter button Enter button.

    Choose an Event screen with the Scroll Up, Scroll Down, and Enter buttons pointed out

    IMPORTANT: If this is not done in 10 seconds, the clock will beep twice, flash a red LED light twice, and no transaction is recorded. You will need to enter the transaction again.

  5. The TCD will beep once and flash a green LED. The screen should display, "Clock In Accepted" and the transaction will be recorded.

    TCD with the Clock In Accepted Screen

Clocking Out:
  1. When you go to clock out, the Time Collection Device will say, "Welcome to UW Athletics. Please Select a Transaction" followed by either "Offline" or "Online" and the current Date and Time. It does not matter if it says "Offline" or "Online" because the transaction will be recorded either way.

    To clock out, press the red Out button Red Out button.

    Athletics TCD with the Clock Put button pointed out

  2. The TCD will beep once and the screen will display the words,"Please Present Badge".

    You have 10 seconds to present your badge to within 1-2 inches of the white ovals on the front of the time clock to begin recording a transaction.

    Please Present Badge Screen on the TCD

    IMPORTANT: If this is not done in 10 seconds, the clock will beep twice, flash a red LED light twice, and no transaction is recorded. You will need to enter the transaction again.

  3. The TCD will beep twice and flash a green LED. The screen should display, "Clock Out Accepted" and the transaction will be recorded.

    TCD screen with the Clock Out Accepted message

Frequently Asked Questions:
  1. I chose the wrong job or event? What should I do?

    If you did not see the "Clock In Accepted" screen: You can either select the Clear button or wait 10 seconds and the clock will return to the "Welcome to UW Athletics" screen. You can clock in again and choose the correct job or event.

    If you saw the "Clock In Accepted"screen: You should clock out and back in with the right job or event. You should also tell your supervisor and they will correct the information in your timesheet.

  2. How do I change work events in the middle of a shift/day?

    You will simply clock out of the first event and then clock in at the second event.

  3. I forgot to clock in/out. What should I do?

    You would need to fill out the Missed Punch Form and speak with your supervisor/manager.

  4. Can a lunch deduction be canceled? Can I cancel it using the clock?

    A lunch deduction can be canceled by your supervisor in HRS. You cannot cancel a lunch deduction at the clock. If you worked through your lunch break, you will need to tell your supervisor you did not take a lunch.

  5. How do I leave in the middle of a shift for a doctors appointment?

    Clock out when you leave for the appointment and clock in when you return. If you take a lunch, you would clock in and out for that as well. You should also tell your supervisor. If necessary, your supervisor may need to make changes in your timesheet.

    Example: You may clock in at 7:30am, clock out at 9:30am for the doctor's appointment, return at 10:30am, clock out at 12:00pm for lunch, return from lunch at 12:30pm, and clock out for the day at 4:30pm.

  6. I have a lunch deduction. How do I leave for an extended lunch?

    Clock in and out according to when you take lunch. You should also tell your supervisor. If necessary, your supervisor may need to make changes to your timesheet.

    Example: If you normally have a 30 minute lunch but took a 60 minute lunch your time may look like this: clock in at 7:30am, clock out for lunch at 11:30am, clock back in at 12:30pm, and clock out at 4:30pm.

Possible Error Messages that you may Receive:

Invalid Selection Error:

TCD with Invalid Selection Press a Valid Function Key Then Present Badge

When the error appears: This error will appear if you press any button besides In, Out, Scroll Up, Scroll Down, Enter, and Clear on the "Welcome to UW Athletics" or "Please Present Badge" screens.

What happens: The button you pressed was not valid. The clock will display the error message, "Invalid Selection. Please Press a Valid Function Key Then Present Badge". After a few seconds, it will return to the "Welcome to UW Athletics. Please Select a Transaction" screen.

What to do: When you return to the "Welcome to UW Athletics. Please Select a Transaction" screen, begin clocking in or out again.

Badge Invalid when Clocking In:

Badge is Invalid. Contact Your Supervisor message on the TCD screen

When the error appears: This error will appear after you have hit the In button and present your badge.

What happens: The TCD is able to read your badge number but it doesn't recognize the number and the transaction is rejected. The clock will beep three times, flash the red LED and the screen will display the error message, "Badge [Badge #] is Invalid. Contact your Supervisor." followed by the Date and Time. The TCD will then return to the "Welcome to UW Athletics. Please Select a Transaction" screen.

What to do: Contact your supervisor and let them know the message you saw.

Not Assigned to Any Job:

Not Assigned to Any Job Error Message on TCD Screen

When the error appears: This error will appear after you have hit the In button and present your badge.

What happens: The TCD is able to read your badge number but your badge doesn't have a job associated with it and the transaction is rejected. The clock will beep twice, flash the red LED and the screen will display the error message, "Not Assigned To Any Job. Contact Supervisor". The TCD will then return to the "Welcome to UW Athletics. Please Select a Transaction" screen.

What to do: Contact your supervisor and let them know the message you saw.

No Event List Error:

No Event List. Contact Supervisor error message on TCD

When the error appears: If you have multiple jobs, this error will appear after you have picked your job and hit Enter. Otherwise, this error will appear after you present your badge.

What happens: The event list did not download. The clock will beep twice, flash the red LED and the screen will display the error message, "No Event List. Contact Supervisor". The TCD will then return to the "Welcome to UW Athletics. Please Select a Transaction" screen.

What to do: Contact your supervisor and let them know the message you saw.




Keywords:HRS clock badge ID timeclock, training   Doc ID:17260
Owner:Aaron P.Group:Human Resource System (HRS)
Created:2011-03-09 19:00 CDTUpdated:2016-06-24 09:36 CDT
Sites:DoIT Help Desk, Human Resource System (HRS)
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