What is CityTime?
How is CityTime being implemented?
When will agencies start using CityTime?
Who is coordinating this project?
How will CityTime affect me?
How will I record my time?
How will my requests for leave be reviewed and approved?
How will CityTime affect my paycheck?
Who will be able to view my time?
How will CityTime know what timekeeping rules to follow?
What do I need to know to start using CityTime?



What is CityTime?
CityTime is a secure, web-based time and attendance system for the 80 Mayoral and other Agencies of the City of New York that:

• Provides objective and consistent application of citywide compensation rules and policies as defined by collective bargaining agreements.
• Automates the generation of pay and leave transactions.
• Automatically sends leave, overtime, and timesheets to the appropriate supervisors for approval.
• Interfaces with Payroll Management System (PMS) for pay and leave processing.

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How is CityTime being implemented?
CityTime is being implemented on an agency by agency basis, with several implementations running concurrently at all times.

Your Agency will be contacted and key representatives invited to attend a series of Workshops with the Implementation Team during which CityTime functionality will be demonstrated and explained. Applicable configuration options will be explained for Agency consideration in smaller, agency specific sessions.

The Workshops will also cover a series of CityTime support areas in preparation for system configuration, the practice phase, and cutover to production. The following support areas will be discussed: Training, User Support, Help Desk, and Infrastructure.

These will be followed by Data Entry Sessions, which will be conducted with your agency at the CityTime project location. Data collected via agency surveys will be entered as received directly in CityTime in order to set up the system for your use. The data will be entered by the agency in conjunction with CityTime project team.

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When will agencies start using CityTime?
Twenty eight agencies are currently using the CityTime production system. They are (alphabetically):

• Board of Correction (BOC)
• Campaign Finance Board (CFB)
• Conflicts of Interest Board (COIB)
• Department of Consumer Affairs (DCA)
• Department of City Planning (DCP)
• Department of Design and Construction (DDC)
• Department of Finance (DOF)
• Department of Health and Mental Hygiene (DOHMH)
• Department of Records and Information Services (DORIS)
• Department of Information Technology and Telecommunications (DoITT)
• Department of Small Business Services (DSBS)
• Department of Youth and Community Development (DYCD)
• Equal Employment Practices Commission (EEPC)
• Department for the Aging (DFTA)
• Fire Department (Civilian) - (FDNY)
• Financial Information Services Agency (FISA)
• Kings County Public Administrator (KCPA)
• Law Department (Law)
• Office of the Actuary (OA)
• Office of Collective Bargaining (OCB)
• Office of Payroll Administration (OPA)
• Parks and Recreation
• Police Department - Patrol Borough Staten Island (PBSI)
• Public Administrator New York
• Public Administrator Queens
• Staten Island Borough President (SIBP)
• Taxi and Limousine Commission (TLC)
• Teachers' Retirement System (TRS)

Next agencies include:

• Business Integrity Commission
• Department of Juvenile Justice
• Department of Environmental Protection
• Administration for Children's Services

• A biometric device
• A desktop PC
• An application Web Clock feature

If you sign in and out at different locations or you are a field employee, CityTime can accommodate you. CityTime allows you to view annual leave, other types of leave usage, and compensatory time balances online.

In addition, you will be able to submit a leave request and, later, check for approval. CityTime will eliminate the use of paper timesheets, time clocks, and logbooks.

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How will I record my time?
Your agency will select the method you will use, based on location and business requirements. Depending on your agency selection, this method might be one or a combination of several methods. Some examples of how agencies may choose to have employees record their time follow:

• An employee in an office with a desktop PC equipped with a Web browser may use CityTime to fill out an online timesheet or timecard as well as request leave, access reports, or change a password. This desktop PC also allows a supervisor to grant leave and make adjustments.
• Agencies may choose for employees to use the Hand Biometric device to capture arrival and departure times. The biometric reader is placed near the entrance of an office and records an employee's Time In and Time Out in an automated fashion through the presentation of a hand geometric on a template in combination with an ID number.
• Employees may be offered the use of a Web Clock feature that can capture Time In, Time Out, Meal Start, and Meal End in an automated fashion on your PC.
• An agency may choose to have employees use the Hand Biometric device for arrival and departure times, the Web Clock for meal start and end times, and the desktop PC for leave requests, overtime requests, and submission of final timesheets.

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How will my requests for leave be reviewed and approved?
Your Agency sets up an approval process in CityTime so that your supervisor or manager can approve requests electronically. You can also check the status of your leave request from a desktop PC.


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How will CityTime affect my paycheck?
When you arrive at work and use one of the data collection devices, CityTime automatically collects your Time In or Time Out information and processes it by comparing it to your schedule and your approved leave requests.

When your timesheet or timecard is certified and approved, CityTime will send the data to PMS. If your time and leave information has not been submitted or is incomplete, it could affect your paycheck. You will be responsible for entering a daily record of your time worked in CityTime and for certifying and submitting your timesheet at the end of the week.


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Who will be able to view my time?
Security profiles will permit only authorized personnel to view information about you in CityTime. For example, only you, your supervisors (your chain of command), and the timekeeping administrator may view your timekeeping records. OPA will help your agency set up security profiles during implementation.


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How will CityTime know what timekeeping rules to follow?
When you "clock in" or request leave, CityTime knows:

• Your title
• Your union, if you are covered by a union
• Your length of time in City service
• Your time at your agency
• Your work schedule

CityTime determines which rules apply to you and will process your time and leave accordingly.

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What do I need to know to start using CityTime?
Training will be presented through a combination of formal and informal training, emphasizing a hands-on approach. This includes Self-Paced Training (SPT) delivered on a PC for most users, Instructor Led Training in a classroom setting for those users with special responsibilities in CityTime (Timekeeping, Administrator, and Help Desk roles), and special assistance provided to the agency support personnel (Timekeepers and Help Desk) to help them learn to support their users in the new system.


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