Knowledgebase/FAQ : UTShare/PeopleSoft > Human Capital Management > Absence Management
QUESTION: Can I view my state service in PeopleSoft? ANSWER: Currently end users are not able to view their state service in PeopleSoft. The Timekeeper in each department has access to run the UTZ_HA_VAC_SICK_LEAVE_BALANCE query, which provides stat...
The absence balance can be found through the following navigation: Global payroll & Absence > Payee Data >Maintain Absences > Review Absence Balance The balances are updated mid-month.
QUESTION: There is Compensatory Time on the first line when entering my employees time. What does that mean? ANSWER: The Compensatory Time was carried over from DEFINE and will show on the first line dated 5/1. This is NOT to be deleted or removed. ...
QUESTION: Will employees be able to view the converted leave balances in PeopleSoft. ANSWER: Yes. Leave balances is located under the Employee Self Service tab. QUESTION: Will Timekeepers be able to view their employees leave balances? ANSWER: Ye...
Question: We have a couple of centers with one director or coordinator with only one employee, or have a center with only one employee (the director or coordinator). Who enters the time? Answer: Timekeepers must be appointed using the unit hierarchy...
Question: Can I as an ASO put in and approve time for those above me (manager, directors)? Answer: Yes, if the individual is appointed as a timekeeper of a unit will be able to enter time for every individual assigned to that unit. The timekeepers w...
Question: How do salaried employees who are not eligible for sick or vacation time off report time off? Answer: Salaried employees record total hours worked per day, if a non-absence eligible salaried employee misses work, those non-worked hours tha...
Question: How do hourly employees who are not eligible for sick or vacation time off report time off? Answer: Hourly employee's record hours worked only. If a non-absence eligible hourly employee misses work, those non-worked hours are not recorded ...
Question: How can I avoid cascading? Answer: Be aware of current available absence balances and enter separate entries for each different absence type being used. The requests to use earned overtime or comp time hours before any leave accruals, mus...
Question: What is cascading process? Answer: Cascading process is triggered when an employee does not have sufficient absence balance in respect to an absence event requested. UTShare/_PeopleSoft_ provides a Cascading Program within the Absence Mana...
Question: Must non-exempt employees log time in and out on a daily basis? Answer: There is no requirement that non-exempt employees need to log time in and time out on a daily basis. They are however required to report accurate time in and out for e...
Question: What are the time and absence reporting guidelines for Non Exempt Student Hourly employees? Answer: * Report all hours worked as they occur, but at a minimum weekly. * Must record time in and time out, including lunch hour. * Emplo...
Question:Will Department Timekeepers see all employees on the PeopleSoft Timesheet Summary page? Answer: Timekeeper security access to employees is based on hierarchal organization structure. Timekeepers will only see employees listed based on the u...
Question: What are the time and absence reporting guidelines for Classified Non-Exempt Hourly employees? Answer: * Report absence events and all hours worked as they occur, but at a minimum weekly. * Must record time in and time out, includin...
Question: What are the time and absence reporting guidelines for Classified Non-Exempt Monthly employees? Answer: * Report absence events and all hours worked as they occur, but at a minimum weekly. * Must record time in and time out, includin...
Question: What are the time and absence reporting guidelines for Exempt Student Monthly employees (Salaried)? Answer: * Report hours worked using the "elapsed" timesheet on a weekly basis. * Must record time in total number of hours per day. ...
Question: What are the time and absence reporting guidelines for Classified Exempt Monthly employees? Answer: * Report absences and hours worked, including hours worked in excess to their schedule using the "elapsed" timesheet on a weekly basis....
Question: What are the time and absence reporting guidelines for A&P employees? Answer: * Report absences and should A&P employee work on a holiday, report those hours worked using the weekly "elapsed" timesheet during the week they occur. * M...
Question: What are the time and absence reporting guidelines for Faculty employees? Answer: * Report sick absences as they occur, but at a minimum once per month, via email. * Timekeepers will enter sick absence events using the "elapsed" time...
Question: What reporting code do you use when somene gets deployed? Answer: Military Leave is to be maintained and entered by the HR-Leave Management Office. Timely communication and documentation between employees, departments and HR-Leave is still...
Question: What are the Absence Events available for timekeepers to report? Answer: Absence Events that may be reported by front office users, include: VAC- Vacation, SCK - Sick, FHL- Floating Holiday, BRV- Bereavement, JURY- Jury Duty, PTC- Educatio...
Question: What is an Absence Event? Answer: The period of time an absence eligible employee is absent continuously for the same reason.
Question: What's the processto follow what someone foes out for an extended period? Answer: Any employee's needing to go out for an extended period of time must contact HR-Leave Administration. During the employee's absence, timekeepers are still re...
Question: Is the timekeeper a pernament role? Answer: No, at this point the timekeeper role will only be available during the interim period. The interim period is planned to be a temporary solution from go-live to fall 2014.
Question: Hhow do I verify my absence balance? Answer: Absence balances can be viewed through Employee Self Service, in the following navigation: Employee Self Service > Time Reporting > View Time > Absence Balances
Question: Do Resident Assistants on a stipend need to submit a time sheet? Answer: Yes, all employee's need to submit a timesheet. RA's will complete the "Elapsed" timesheet.
Quesiton: Do occasional workers need to submit a time sheet? And if so, what type? Answer: UTSA will no longer have a classification of occasional workers. All employees will have a position and a job record in PeopleSoft. This classification of emp...
Quesiton: Are signatures considered electronic, if using SharePoint? Answer: Yes, SharePoint stamps the employee's unique identifier when timesheets are submitted, the supervisor's unique identifier when timesheets are approved/denied, and the time...
Quesiton: Are Timekeepers responsible of verifying signatures? Answer: Timekeepers are responsible for verifying supervisors signatures. When timesheets are submitted to supervisors for approval, supervisors are responsible to assure the employee's...
Quesiton: If I work the skeleton days, how do I record my time? Answer: Enter the regular hours worked on the holiday. If employee is a grad student or a staff salaried ineligible employee code the hours with a HLWRK Time Reporting Code (TRC).
Question: How will pay be docked when there is a negative balance? Answer: When the absence event is entered (current or retro) the system will recalculate the employee's balances. If there are insufficient hours available for the absence event, the...
Quesiton: What will be the reconciliation process in PeopleSoft for employee's timesheet that is approved but is different than what the employee actually worked? Answer: Upon finding time reported and processed by payroll is inaccurate regardless o...
Question: What happens for employees that take off sick after payroll cutoff date? Answer: The Sick Leave information can be entered during the following processing cycle and will "retro" calculate and deduct sick leave from the previous pay period ...
Question: What is process to change employee's Work Schedule? Answer: Departments communicate to the Payroll Office by submission of a Schedule Change Request form. The Schedule Change Request form will be available week prior to the Go-Live date. T...
Question: How will Department Timekeepers handle fulltime absence eligible employees who do not have a regular work schedule? Answer: Employees eligible for time off (vacation, sick, etc.) are required to have a schedule for PeopleSoft to know how ...
Quesiton: Can Supervisors be Timekeeper for their own employees? Answer: Yes, supervisors can be the timekeeper for their own employees. Note that they will also be able to enter time and view all employees under their Department ID, even if they d...
Question: If the Timekeeper catches an error can they send it back or does a new timesheet need to be created? Answer: Paper Timesheets - Timekeeper should return incorrect timesheet for revisions. SharePoint Timesheets - A new timesheet will need ...
Question: Is there a pay impact if time and absence reporting in PeopleSoft is missed by payroll deadlines? Answer: For hourly employees, yes. If time is not entered and submitted within payroll deadlines employees will not receive their pay until t...
Question: Will supervisors who have direct reports that consist of a mixture of multiple types of employee classifications ( A & P, Classified-Exempt) be final approvers? Answer: Yes, all supervisors are the final approvers regardless of the employe...
Question: We have a summer temporary employee who is hourly, however their job code is "Exempt" in the past we would have them fill out hourly timesheets. Will the process be the same? Answer: In reviewing business processes, UTSA opted to eliminate...
Question: What if the supervisor is not available to approve timesheets? Can it go above to a higher level authority? Answer: During the interim period, departments using paper timesheets will follow department directions on timesheet approvals in ...
Question: What is the process for entering time when the Supervisor is also the Timekeeper? Answer: The process for entering time will be the same regardless of who the designated timekeeper is. Supervisors may be assigned as timekeepers and follow...
It will be important for each classified non-exempt employee to record time in/out as well as lunch out/in on a weekly basis in order for PeopleSoft to determine the accurate number of hours worked each week. Each employee will have a work schedule but...