HR - FAQ
Through a Position Request & Modifications IAP Form. This includes requesting a new position due to departmental reorganizations, special projects, new grants or contracts, workload increases, position combinations, etc. To request an update to a position due to reclassifications, inactivating positions, working title changes, position transfers, reorganizations, changes in full time equivalent (FTE) status, changes in Reports-To information, etc., you can also submit a Position Request & Modification Form.
Department will initiate the CBC form, this form can be found under the Forms tab. Once HR Receives the CBC form from the department, a link to Kelmar (New Vendor) is sent to candidate via email. Candidate must complete questionnaire within three business days of receiving link. HR will clear candidate for hire (if applicable) and notifies department via email with Employee ID provided. A CBC must clear before a candidate starts employment.
Yes; employees assigned the HR Reviewer role will have access to this information.
An electronic record within PeopleSoft generated in accordance with relevant position and appointment information as submitted by departments. A job record represents an employee’s actual work assignment and is the source for payroll processing.
PRE-EMPLOYMENT Paperwork - Candidates must visit Human Resources with the following required documents: New Employee Information sheet with CBC DTN completed by the hiring department (Student Employees or any employees not receiving an offer letter), Signed Offer letter provided by the Hiring Department (Faculty), Staff will sign their offer letters while meeting with their Business Advisor in Human Resources, Acceptable I-9 identification documents. Hiring Process information can be found at: https://www.utep.edu/human-resources/services/employment/hiring-process.html. For other forms please visit the Forms Library. Please be cautious of upcoming payroll deadlines when submitting IAPs.
Main Menu>Workforce Administration> Job Information> Current Job.
All hourly employees will be required to submit a paper timesheet which needs to be signed by the student employee, supervisor, and department head. After the timesheet is approved, a designated timekeeper will enter the information into PeopleSoft. Classified and A&P employees only need to submit a timesheet when recording exceptions time (comp time, overtime, etc.) employee, supervisor, and department head signatures are also required.
Designated employees who will have access to enter, correct, and submit timesheet and leave requests directly into PeopleSoft for their respective departments.
The system will assign reported time on a holiday as comp time/overtime according to the employee’s classification.
No; a justification will need to be captured when submitting a paper request for comp time/overtime.
Please visit the Payroll Calendar available on the PeopleSoft website.
Yes; if the dock in pay is less than 40 hours, enter the hours to be docked in the timesheet, and select the “Unpaid” Time Reporting Code option. If the dock in pay is more than 40 hours, contact Absence Management to process the request.
No; it is the timekeeper’s responsibility to ensure that hourly employees work within their required hours.
Comp time will be split base on the payroll distribution assigned to the employee’s position.
Monday-Friday 8:00 a.m.-5:00 p.m.
No; the timekeeper will have to be make adjustments for those employees who do not work a defaulted 40 hr Monday-Friday 8:00 a.m.-5:00 p.m., work schedule and who are also eligible for benefits. If they are not eligible for benefits, the work schedule does not need to be adjusted.
Yes; all leave requests must be approved on paper.
Leave requests are submitted through a paper process. Once approvals have been collected on the leave request form, the timekeeper is responsible for entering the leave time (absence event) in PeopleSoft.
Yes; the timekeeper has up to 90 days to make adjustments.
Leave balances will be updated twice a month according to a predefined processing schedule.
If more leave is entered than what the employee has available in their leave bucket, PeopleSoft will automatically pull hours from another available leave bucket according to a pre-established order. Employees can potentially go into an unpaid status if they have exhausted all of their leave. This is otherwise known as Cascading.
No; employees will no longer receive a notification if their leave is about to expire. Timekeepers will have access to view employee leave balances.
Yes; time can even be submitted daily.
Leave eligible employees who work less than 40 hours a week, or employees who work a non-traditional schedule.
Timekeepers will validate work schedules. If you find an incorrect work schedule, please contact the Help Desk.
If they are not a student and are eligible for leave, Contact the Help Desk to make adjustments.
The student will have to wait until the next pay period to get paid. No more emergency checks.
Yes; contact the Help Desk to process this request.
Only if the student is hourly, or is on a grant that requires that they have a timesheet submitted.
No; Timekeepers will be responsible for tracking hours that their students work.
No; the paper document will be the only way PIs can view timesheets.
No, only hourly employees and/or students need to have a timesheet submitted.
Select "Calendar Period." This displays one pay period (2 weeks) at a time.
Usually two. If more are needed, please submit a helpdesk ticket.