UDTime. HR Liaison Training Web Forms and Web Views. May 2013

Transcription

1 UDTime HR Liaison Training Web Forms and Web Views May 2013 University of Delaware 2013 Human Resources HRIS

2 Welcome to UDTime a new online system It will accurately capture and calculate earned time off and for those who already clock in or enter time, it will record time at work as well

3 4 UDTime will impact: Academic faculty - very limited interaction Fiscal faculty limited interaction All benefited staff limited interaction Undergraduate student employees full interaction Miscellaneous wage employees full interaction AFSCME employees full interaction Managers/timekeepers of AFSCME, misc. wage and student employees full interaction

4 UDTime by Employee Group: 5

5 6 Why UDTime? All benefited employees - vacation, sick time and comp time Centralizing time off usage and balances Time off balances will be current and online Hourly employees Replacing 20-year old system Time worked recorded accurately and paid correctly All bi-weekly pay will be on same pay cycle and use the same system No more TRFs or Excel spreadsheets

6 7 Today s training New web form - Additional Assignments Changes to existing web forms JED Request to Recruit/Position Change Employee Work Schedule Supervisor Update New web views Work Study Balance Work Study Browse

7 Additional Assignments ( JED Junior ) 8

8 9 Additional Assignments Primarily for student/misc. wage employees Allows UD Time to store multiple jobs for an employee Jobs can be in different or in same department Employee will choose job when clocking in to UD Time

9 10 Additional Assignments Type UD ID or use Look-up Click Next Step

10 11 Additional Assignments Fudd,Elmer ( ) Displays: name, primary job and primary department New job information entered here.

11 Click this button to create this assignment X 12 Additional Assignments Enter Start date End date is optional Enter: Supervisor Code Hourly rate Earnings code Chart of Accounts Enter Description Employee will see this when clocking-in

12 13 Additional Assignments Click here if another job added Click Next Step when done adding new jobs

13 14 Additional Assignments Enter Account Click Next Step

14 15 Fudd,Elmer ( ) Additional Assignments Choose Approver and Account Code Administrator Click Finish and submit

15 16 Additional Assignments Work Study Enter all the fields as described previously Summer Institute Work study award type: Federal 75% Enter Work Study Earnings code Work study job title: Select Work study job title from the list Click this button to create this assignment X

16 17 Additional Assignments Additional Assignments web view coming!

17 JED vs. Additional Assignments 18

18 Job Data (JED) Changes 19

19 JED 1 st Page Change: New Work Study Employee group 20

20 21 JED 5 th Page Change - Compensation Information New Procedure for misc. wage, students, work study NEW PROCEDURE OLD PROCEDURE

21 JED 5 th Page Change LAM Distribution REQUIRED for misc. wage, students, work study employees 22 IMPORTANT NOTES: This is the primary job s default funding and hourly rate for UD Time. Only one LAM distribution allowed for these types of employees. This funding will not display in LAM entry pages, nor is it updatable in the LAM.

22 23 JED 5 th Page Change Work Study NEW section inserted above Wages in Kind Work Study This Work Study award information comes from UDSIS Work study award type: Federal 75% Work study job title: Select a job title from the list

23 24 Request to Recruit Position Change (Employee Work Schedule)

24 25 Request to Recruit/Position Change Employee Work Schedule Created for each position with data gathered by you Only needed for benefited employees Request to Recruit - add schedule for new position Position Change - changes to existing position Including changes when recruiting for existing position Better functionality of the Request for Leave Actual work days and times will display on web form

25 26 Request to Recruit / Position Change Time entered in military time Will be able to indicate scheduled LUNCH times

26 Supervisor Update (Now in Web Forms) 27

27 28 Supervisor Update 3 Request Types Current or future date Type helpful information for HRIS staff

28 29 Supervisor Update - New 1 Select New Enter current or future date Enter something useful to you Enter Department code

29 30 Supervisor Update - New BEST PRACTICE 3 Supervisors 3 Timekeepers Supervisor and 2 Alternates Timekeeper and 2 Alternates can approve/review UD Time timesheets Timekeeper is new for UD Time

30 31 Supervisor Update - New Signature authority Check mark means the person can approve HR web forms NOTE: Timekeeper check mark does NOT give signature authority

31 32 Supervisor Update - New Employee status Only these allowed: A (Active) L (Leave of Absence) P (Paid Leave) Form will not move forward: T (Terminated) R (Retired) Click Next Step

32 33 Supervisor Update New New type ahead search feature Type ahead search suggests names as you type Click name to select it

33 34 Supervisor Update - Change 2 Select Change Current or future date Enter existing code or use Lookup Enter Department code

34 35 Supervisor Update - Change Add, update, remove names as needed Current data is pre-populated Click Next Step

35 36 Supervisor Update - Inactivate NOTE: A Supervisor code can only be inactivated if there no employees are attached to it! 3 Select Inactivate Current or future date Enter existing code or use lookup Good practice to give reason for inactivation

36 37 Supervisor Update - Inactivate Leave data as is Click Next Step

37 38 Supervisor Update Routing and Authorization All 3 Request Types This is informational; no approvals are needed for this form. Click Finish and submit

38 Work Study Balance 39

39 40 Work Study Balance ACCESS Available by Department Security Tree access. Click Submit Enter student s UD ID Choose Award Year Aug 28, 2012-Dec 20, 2012* Feb 1, 2013-May 20, 2013* 25%

40 41 Work Study Balance Aug 28, 2012-Dec 20, 2012* Feb 1, 2013-May 20, 2013* 25%

41 Work Study Browse 42

42 43 Work Study Browse ACCESS View is available to anyone with HR Liaison or HR decision-maker view access. A student can be paid for work study when: Eligible = Yes In verification = No Enter student s name or UD ID Eligible for work study Yes = can be paid work study No = NOT awarded work study In Verification Yes = Student has work study, but additional verification steps needed before dept. can pay as work study No = Not selected for verification, student can be paid as work study. HR Status A (Active) = Student has a primary job on campus T (Terminated) = Student must be rehired Blank = Student has never been employed by UD start the new hire process

43 Additional UDTime Training 44

44 45 Next Steps for UD Time Training Departmental training mid June to mid-july Student/Misc Wage employees clocking-in, multiple jobs Supervisor/timekeeper reviewing/approving timesheets Fiscal faculty and exempt/non-exempt staff Leave requests and balances, comp time Lewes and Georgetown training at these locations planned Facilities & Aux. Services training last two weeks of July AFSCME 439 Clocking-in AFSCME 3472 Daily time entry with work orders Managers Daily review of timesheets

45 46 Questions? Website: