Electronic Timesheet FAQs
Employee- Electronic Timesheet FAQs
For a quick guide on how to log into PeopleSoft, click here.
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 email@example.com or by phone 915-747-4357.
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.
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 firstname.lastname@example.org and we will review further.
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.
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.
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.
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.
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.
The time reporting code is not a required field. It may be filled out or left blank.
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
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 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.
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.
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
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.
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.
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
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.
If the Reports to Manager is out please contact email@example.com 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 firstname.lastname@example.org. 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.
Current functionality is unavailable for alternate approvers.
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.
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 email@example.com.