The TRACY UltraTime timekeeping system is a comprehensive time management system that allows supervisors to track attendance, hours, and performance. Participation in the system is required of all students and labor supervisors.

Student Time Entry

Time entry must take place at the start of work and the at the completion of the work. Only in special circumstances (e.g. such as an emergency situation such as where an RA must address immediately a situation or access to a computer or IP phone is not available…) can hours worked be captured after the work has been performed.  For the few student workers who have been given access to enter time into the TRACY system through a time sheet method (Web time), entering hours before work has occurred is prohibited and grounds for disciplinary action by the labor department and program. All students with TRACY Web time access also have access to time entry through either the IP-phone or TRACY UltraPunch (Time entry through a computer). The IP Phone and UltraPunch is the preferred method of capturing hours worked for all student workers.

NOTE:  Web Time approval and access requires an application process.  The application shall be resubmitted each year and will be reviewed periodically to monitor compliance.   If overused or abused, the privilege can be revoked at any time.

Labor Supervisor Certification of Student Time

Supervisors are responsible for the certification and oversight of time worked by students in their department.   This holds true even when using a proxy such as another staff member or student manager to assists in time management and approvals. –see important notification below.


Approved 5/21/11 by the Audit Committee of the Berea College Board of Trustees

  1. It is the responsibility of designated staff or faculty Labor Supervisor to certify the work hours of their student worker(s)
  2. The responsibility for review and certification of time worked remains with the designated staff or faculty Labor Supervisor even when that supervisor authorizes a student manager to assist with the time reporting
  3. Failure to certify time worked by students during a term will result in withdrawal of the position(s) allocated to the staff or faculty Labor Supervisor and the student workers will be reassigned to another supervisor. Subsequent reinstatement as a Labor Supervisor will require signed agreement to assume time verification responsibility thereafter.