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TIMEKEEPER

Time Reporting: Time Sheets

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Welcome to Training!

• Why PeopleSoft?– PeopleSoft will help UTEP to grow.

• What’s Your Part?– We need your skills and expertise in order to utilize

PeopleSoft. It’s a vehicle and you’re the driver!– Over time you will build your own history with

PeopleSoft.• What to Know About Training? – Training is an investment in your professional growth.– Be open to change

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Setting Expectations

• Only core functionality will be available at go-live.• We’re starting with limited workflow—we’ll be using

processes outside of PeopleSoft for certain HR & Financial transactions.

• We’ll have to work through the kinks—some functionality may not work smoothly right at implementation.

• We’ll have to be patient—we’ll need additional time to process and enter transactions in the beginning.

• We will be using a PeopleSoft simulation environment during training.

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What Can You Do?

• Feel free to ask questions and take notes.• Contact the Help Desk if you encounter a glitch or

forget how to complete a transaction.• Revisit the training webpage to review training

materials and videos.• Become your office’s “Go-To” person. Be willing to

offer your help. • Attend our Go-Live Work Sessions—open lab time

you can use to process live documents/transactions.

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Timekeeper

• Roles and Responsibilities:– Timekeepers on campus will have the ability to enter,

correct and submit Time Sheet and Absence entries for their respective departments.

– Timekeepers can modify timesheets within the past 90 days.

– Adjustments after 90 days of an event will be handled by the Payroll Office.

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What IS Changing?• “One-stop” for entering timesheet information and

leave requests.• Usage and payouts for overtime and comp time will

be dependent on the Time Reporting Code(TRC).• Unpaid salary TRC will be used in lieu of dock-in pay

process done in HRMS now.• All Classified exempt and Non-exempt employees

will have a pre-determined work schedule.

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What is NOT changing?

• Current campus leave policies and procedures will apply.

• Pre-approval for overtime and comp time.

• Overtime hours will be banked and the department will decide on the approval of scheduled payouts.

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Time Reporting Entries

Employees Timesheet

Classified Exempt No*

Classified Non-Exempt No*

Faculty No

A & P No*

Hourly Employees Yes

Hourly Students Yes

• Timekeepers will be able to enter and submit timesheets for the following employee types:

*Note: Timekeeper will only need to submit timesheet to enter comp time, overtime and/or any other special circumstances as determined by the University policy.

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Hourly Employee Timesheet

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Entering Time in Define

1. Pay period is automatically selected for you.

2. Press enter to view the list.3. Enter the approved hours for the

employees.

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Entering Time in PeopleSoftLook up an individual using one of the search characters or use % for Empl ID to look for all the employees in your department.

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Entering Time in PeopleSoft

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Navigation In PeopleSoftMain Menu> Manager Self Service> Time Management> Report Time> Timesheet

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Timesheet Process

1. Look up the individual using one of the search characters or use % for Empl ID to look for all the employees in your department.

2. Click on Get Employees.3. Select the desired work week and click the Refresh

icon on the right.4. Select the employee.

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Timesheet Process5. Time reporting codes are pre-associated

with the employee. Leave it blank for hourly and student employees.

6. Enter the hours worked under the Quantity.7. Enter the work schedule for the employee.8. Click on Submit to complete the time entry.

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Time Reporting Code (TRC)

• Available Time reporting Codes:

– CBCMP – Call Back Comp – Comptime– OCP – Overtime Comp Payout– OTDEC – OT Comp Decrement (Not Applicable to UTEP)– PREG – Project Regular– STCTS – State Comp Taken– STDEC – State Comp Decrement (Not Applicable to UTEP– TMPW – Temporary Work– UPDS – Unpaid Salary

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Timesheet Process

Once submitted the Timesheet is auto-approved. Click OK to complete the process.

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Timesheet Scenarios

• Examples– Scenario 1: Entering Hours for a Part-time

employee.– Scenario 2: Entering Over-time Hours.– Scenario 3: Entering Comp Time.– Scenario 4: Requesting Over-time (comp time).

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References• Additional information and resources can be found on

the PeopleSoft website.

Job AidsPower Point slidesKey Terms/GlossaryQuick GuidesCrosswalkLinks to UPK

http://PeopleSoft.utep.edu

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Questions?

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Thank You!