Electronic Timesheet FAQs
Please review the Frequently Asked Questions below. If your question is not answered here, please contact us.
CONTACT USEmployee- Electronic Timesheet FAQs
How can we log in to PeopleSoft?
For a quick guide on how to log into PeopleSoft, click here.
I am unable to access PeopleSoft, what should be my next step?
If you are trying to access PeopleSoft while off-campus, a two-factor authentication is required in order to add a second layer of security to your online accounts. In order to do this, (if you have not already done so) you must register/enroll for Duo (UTEP's 2 Factor Authentication Service Provider).
For more information regarding Duo: https://www.utep.edu/information-resources/iso/resources/duo-two-factor-authentication.html
For instructions on how to register: https://www.utep.edu/information-resources/iso/_Files/docs/DUO%20-%20How%20to%20Register.pdf
If you have already registered for Duo or if you if you experience additional issues during the registration process you will need to contact the Help Desk via e-mail at helpdesk@utep.edu or by phone 915-747-4357.
What if we have yet to register for DUO, can we still use the alternative timesheet that we've been using and have the timekeeper submit on our behalf?
Timekeeper will maintain access and will be able to make submissions on the student’s behalf. Timkeeper submissions should be done in an as needed basis either because the student is unable to submit themselves or because it has been required by the department.
Please keep in mind that Timkeeper submissions will also route to the employee’s manager and in order to receive payment, the manager must approve the Timesheet by the payroll deadline.
When accessing timesheets I’m receiving an error message, why is that?
Timesheets have been enabled for hourly employees and work study student employees that fall under specific workgroups. If you are getting this message and you believe you should have access please submit a Help Desk ticket by contacting helpdesk@utep.edu and we will review further.
Are we able to submit hours outside of normal operating hours such as entering for Saturday and Sunday and/or outside the regular operating hours of 8:00am to 5:00pm schedules?
Schedules vary based on department needs, the system allows submission for 7 days a week, 24 hours a day. However, students are expected to make correct entries and managers will also be responsible for reviewing/approving entries.
Do we submit at the end of each week or at the end of each pay period?
It is recommended to submit on a weekly basis to ensure time is reported in a timely manner and to ensure that some form of payment is made to the student given that the manager is reviewing/approving on a weekly basis. Keep in mind that a lot can happen during the work week and weekly submissions can ensure the accuracy of time entered.
What if the pay period ends on a Wednesday do we have to submit the timesheet on that day? Does this mean we need to submit the punch time twice that week?
If the pay period ends on a Wednesday or in the middle of the week you will be required to submit on the due date. Keep in mind that student submissions must be done at the end of the pay period and manager approvals are required the day after the end of the pay period. If you are submitting on a weekly basis then yes you would be submitting twice in a given week. Transactions with a “Reported Status” of Approved will not be impacted and will not require approval again.
Are students only allowed to submit 19 hours a week and no more than eight hours a day?
The limit of hours that can be submitted in a weekly basis is typically 19 hours per week; however, the allotted hours are based on the student’s position and their maximum weekly employment hour limit. If you need to confirm your hour limit, follow-up with your supervisor and/or admin.
Are pre-approved overtime hours worked, required to be entered on these sheets, as well?
All hours worked should be recorded on the timesheet. Overtime pay to non-exempt employees who physically work more than 40 hours in a workweek is a legal requirement. Directors/Managers may not tell non-exempt employees that they are ineligible for overtime pay. However, employees should receive authorization to work in excess of the standard 40 hour workweek in advance from the Director/Manager. Employees who work in excess of 40 hours in a standard workweek without prior authorization may be subject to progressive counseling up to and including termination of employment.
I see a "Time Reporting Code" column, should this be modified?
The time reporting code is not a required field. It may be filled out or left blank.
Let’s say a student is on a school break, but they cannot work 19 hrs on 1st week. Can they make-up those 19hrs the following week for a total of 38 hours (with prior approval)?
The change in work schedule is done at the convenience of the director/manager. Hours can be modified, but if hours are worked in excess of 40 the employee will receive overtime.
Manager- Electronic Timesheet FAQs
There are multiple hourly employees that need to report to me in PeopleSoft so that I can approve their time, how do we make this change?
If changes are needed, please have the department admin submit a Position Attribute Change (PAC) eForm. As a reminder, the form will route for approval and needs to be fully processed before you can see the changes in PeopleSoft. Please note, Reports To impacts more than just timesheets.
The department has submitted the Position Attribute Change (PAC) eForm, but the timesheets are still not routing to me, what’s going on?
The PAC eForm must be fully completed/processed before the changes reflect in PeopleSoft. The creator of the eForm will receive notification once this has been fully processed.
I have 60+ students reporting to me, the process seems extensive. Is this a viable option for us?
The old process required paper form submissions for all students along with signatures from the employee’s supervisor and the department head. After this, the Timekeeper(s) were responsible for making all the entries. All steps would have needed to be completed by the Payroll deadline.
This process has been cut short by allowing students to make their own entries directly into the system and requiring only the Reports To manager’s approval by the Payroll deadline. Because PeopleSoft will be used as the system of record additional documentation/paper forms are at the discretion of the departments.
I have 60+ students reporting to me, can we assign some of these students to report to others so that I do not have to solely approve all 60 submissions?
Reports To changes can be made, if changes are needed, submit a Position Attribute Change (PAC) eForm. As a reminder, the form will route for approval and needs to be fully processed before you can see the changes in PeopleSoft. Please note, Reports To impacts more than just timesheets.
Timekeeper- Electronic Timesheet FAQs
Can a department continue to use paper timesheets instead of electronic timesheets? Does this process replace paper timesheets and is it mandatory?
As of the go live date (August 3, 2020), electronic timesheets will be enabled and the routing will be in effect. Regardless of whether the student or Timekeeper makes the submission the time will route to the “Reports to Manager” for approval. You may continue to use the paper timesheet; however, this may generate additional steps/processes for your department. PeopleSoft will be used as the system of record and all entries must be reported/approved in the system.
How am I expected to reconcile Timesheets going forward?
Provide PeopleSoft timesheet to verify total hours. Calculate pay (Hours x Rate).
Validate wages are correct for each employee in SAHARA. Additional documentation such as time card stamps, paper form time logs, and other reports are optional.
Can the Timekeeper see time submitted/approved?
Timekeepers will keep their access, they can navigate to the timesheet and review the entries and the status of the entry. Reports will also be provided once they become available.
General- Electronic Timesheet FAQs
How will this apply to students that work in multiple departments simultaneously?
The student will have the option to access each timesheet. They will have to know the difference in employee records to record the correct time.
What if "Reports to Manager" is out? What options do we have to final approve?
If the Reports to Manager is out please contact helpdesk@utep.edu immediately especially if the deadline is near. In some cases the manager will know they will be unavailable ahead of time, in this case please also plan ahead and contact the helpdesk@utep.edu. We currently have the ability to reassign or temporarily delegate the approval if needed; however, these types of requests will be considered on a case by case basis given the time constraints/need.
Can there be an alternate approver added to approve these transactions?
Current functionality is unavailable for alternate approvers.
Can we add an additional approver such as a Timekeeper, Director, and/or Department Head as part of the routing?
Current functionality only allows approval from the Reports to Manager. This has been designed this way in order to prevent delay in payment, having multiple approvals would increase the risk of having remain in an approval queue past the payroll deadline.
Will this training be provided for new incoming hourly employee?
Because student hire dates vary, we cannot provide a sustainable date of training; however, all training content including the recording of the Electronic Timesheet Training presentation is available, click here and select the “Electronic Timesheets” category for all training materials. Please make sure the newly hired student employee reviews the content before the payroll deadline or have the Timekeeper make the entries if the student is having issues with access. For any issues related to access please e-mail helpdesk@utep.edu.