Purple Heart Services Knowledge Base

Each employee of Purple Heart Services documents their work hours within WebClock.  To ensure you receive the correct amount of pay, it is necessary that a few rules be clarified.

Rule #1 – Logging In/Out
Each employee needs to log in at the beginning of their scheduled shift and out at the end of their scheduled shift.  There is a 5 minute grace period enabled in WebClock allowing you to log in/out 5 minutes on either side of your shift times.  Failure to clock in or out as directed will result in a WebClock violation.

Rule #2 – Time Off Requests
Proper time management and planning is a necessity with any business venture.  Employees of Purple Heart Services are no exception to this.  All time off requests must be documented within WebClock at least two weeks in advance.  Emergency time off requests due to an unexpected illness or family emergency must be put into WebClock immediately and an email sent to webclock@myvbtc.org (being sure to CC your supervisor) stating the reason the request was made with less than 2 weeks' notice.  Please document the hours you will be absent in the comments section of your request in WebClock.  Failure to do this as directed will result in a WebClock violation.

In essence, any time you are scheduled to be in but are not actively working, you need to have a time off request in WebClock.  This includes medical appointments, tech support issues, personal time off requests, etc.  If you are going to be absent for the full 8 hours, you do not have to list 10am-6pm in the comments box as it is already a given.  However, if you are going to be absent (or were absent from work) you need to put the hours in the comments box.  Here are some examples:

(Planned request – sample was put in 2 week before appointment)
Medical Appointment:
Type of Request:  Sick (PHS)
Hours Requested:  8
Comments:  VA Appointment – gone all day

(Emergency request – put in day of emergency)
Personal Request:
Type of Request:  Personal (PHS)
Hours Requested:  4
Comments:  Family Emergency 10am-2pm EST

(Retroactive request – sample put in after tech issue resolved)
Tech Issues:
Type of Request:  Technical (PHS)
Hours Requested:  2
Comments:  Lost ISP 4pm-6pm EST

All requests are placed in WebClock before the event occurs with the exception of Technical Support issues as it is impossible to determine exactly how long you may be down for.  Also, frankly, we cannot predict when a power or internet outage may occur.  For instances such as these, users are allowed to complete a retroactive time off request.

Rule #3 – Attendance
Each employee is assigned to work a certain shift, either part time or full time.  This shift and these hours were assigned to you specially and are displayed upon login to your WebClock account (click View Schedule on left hand side of your screen).  If at any time you cannot work these hours, a Time Off Request needs to be made and staff notified at the WebClock email address (webclock@myvbtc.org).  In order to properly plan out staffing needs it is also noted that your time off requests should not exceed 20% of your scheduled time (calculated by pay period).  As companies with contracts through Purple Heart Services depend on us to follow through, PHS as a whole also depends on their employees being present at least 80% of the hours they agreed to work.

Rule #4 – Personal Time Management
At the end of each day, each employee must clock out of WebClock and approve that day's time sheet.  At the end of each duty day when users clock out and review/approve their hours it should always equal 8 hours.  By verifying your time on a daily basis, this ensures your pay will be processed quickly and accurately.  Failure to approve your time on a daily basis will result in a WebClock violation.

Penalties for WebClock Violations
Any violation of WebClock policies will result in the notification to your supervisor.  Penalties for WebClock violations vary depending on the severity of the violation and frequency of violations but can include official warnings, pay penalties, and/or termination of employment.

Any questions regarding your WebClock account must be sent to WebClock personnel at webclock@myvbtc.org.  For your convenience a training video regarding WebClock is available to you 24/7 upon logging into your account and additional training/materials are available upon request.

Contact Information
On the web:  PHS WebClock login
By e-mail:  WebClock@myvbtc.org