Knowledgebase/FAQ : UTShare/PeopleSoft > Human Capital Management > Time & Labor
QUESTION: Where can Compensatory Time balances be found in PeopleSoft? ANSWER: Compensatory Time balance can be found in PeopleSoft by following this navigation: Main Menu>Employee Self Service>Time Reporting>View Time>Compensatory Time.
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: Regularly, if an employeed worked from 8:15 pm to 12:15 am, I would input the "in time on Monday and the "out time on Tuesday. I don't have the option for an employee that works the same hours beginning Sunday night and ending Monday morning....
QUESTION: If an employee is not showing up on my timekeeper list and he/she falls under another owning unit, what should I do? ANSWER: You will need to get together with that department timekeeper so that he/she can enter the time. Based on the empl...
Question: Can a Supervisor be a Timekeeper? Answer: Yes, a timekeeper may be a supervisor for employees and enter the time into PeopleSoft as long as the department maintains time sheet documentation on file. As a timekeeper you will need to have s...
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...
Short answer: Yes, SharePoint will allow one (1) delegate approval. UTSA Policy is to have the Alternate Approver be at the same level or above the Primary Approver. Long answer: If needed, the employee will manually select a Delegate Approver upon ti...
Question: We are going to hire Summer Temp Employees. They will be non-benefits eligible (working less than 4 1/2 months). We will be paying them hourly, however their job code on our HR website has them as "Classified". Will they be paid monthly or bi...
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: 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: Must all employees have a work schedule? Answer: All salaried and absence eligible employees will need to have a schedule. At PeopleSoft conversion date a default schedule, University Standard Schedule (M-F 8am-5pm) will be inserted for al...
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 are the time reporting codes (TRCs) available for use? Answer: The time reporting codes (TRCs) that may be used are: STCT- State Time Comp Taken, OTCT - Overtime Comp Taken, CONF - Conference, TRN - Training, TRVL- Travel, HLWRK- Holi...
Question: What are Time Reporting Codes (TRCs)? Answer: Time reporting codes are data elements to describe non-regular hours worked or taken by an employee. They are very helpful for managers and supervisors to track the specifics on the hours worke...
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.
Quesiton: How do supervisors know which timekeeper to select or give timesheets to? Answer: Timekeepers were designated by the department administrator head, hence should have some sort of internal documentation and use the m as reference.
Quesiton:How do I verify my overtime balances? Answer: Overtime balances can be viewed through Employee Self Service, in the following navigation: Employee Self Service > Time Reporting > View Time > Compensatory Time, click on the Overtime Comp Bal...
Question: How do I verify my straight comt time balance? Answer: Straight comp time balances can be viewed through Employee Self Service, in the following navigation: Employee Self Service > Time Reporting > View Time > Compensatory Time
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: 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 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...
Question: How do classified exempt employees report travel time? Answer: Classified exempt employees report total hours worked per day, travel time is recorded by using the Travel TRC code for each associated total travel hours for each travel event...
Quesion: How does the timekeeper verify that they have submitted time correctly? Answer: The Monthly Calendar in PeopleSoft is the verification tool a timekeeper will use to ensure time reported is accurate. This is covered in the UTShare/PeopleSof...
Question: Due to University operational needs (special events, busy times a year, summer Flex schedules), can an employees schedule be changed to accommodate departmental needs? Answer: Yes, the Time and Labor module is flexible in regards to schedu...
Qestion: With the new elapsed time sheets for classifed exempt employees, how do tey record state comp time earned? I understand how they record it if they are using it, but as a timekeeper, how do they write it so that I know to givem them the time in...
The faculty will report any sick leave taken on a monthly basis to the timekeeper who will enter that time into the system.
Yes. This will be part of training and each Department will be asked what their schedules are. If schedule changes are due to an event within a pay period, then Payroll does not need to be contacted. However, if a schedule change applies to multiple...
UTDirect will go away. There is an interim process that will allow employees to enter their timesheet on SharePoint or record their hours worked on paper timesheets. Departments will be given the choice of a SharePoint timesheet or paper timesheet. Thi...
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...