Q: How will non-exempt employees alert Payroll of their desire to be paid for the comp time they’ve earned?
A: Non-exempt employees who choose to be paid for their comp time will need to send Payroll the balance adjustment and have the department pay the comp time on an S-contract.
Q: Why were exempt and non-exempt employees asked to provide their work schedules for UD Time?
A: Work schedules are needed in order for the leave request form to know how to calculate your leave hours correctly.
Q: Will an employee who is not yet in PeopleSoft be able to clock into the UD Time system?
A: An employee who is not in PeopleSoft will not be able to clock into the UD Time system. The supervisor or timekeeper will need to keep track of the hours worked by the employee, and will enter them into the timesheet once the employee is in the system.
Q: What information does an employee need to be able to clock into the UD Time system?
A: To clock into UD Time, an employee will need their udel net ID and password or their UD ID number and pin. For those employees who do not remember their pin, the HR Liaison in your unit can help you reset your pin.
Q: Will employees be able to login to UD Time from sites off campus?
A: If departments do not restrict access, employees can login from wherever they can get web access.
Q: Will graduate students need to clock into the UD Time system?
A: No, graduate students will not have access to the UD Time system. Graduate hours need to be tracked by the Graduate office and their department. Departments will need to submit the hours worked on a GNCP.
Q: How are employees with multiple jobs identified and handled in the UD Time system?
A: The department initially hiring a student will be that student’s home department, however, if they work in other departments as well, those departments will be listed as additional assignments for that student. There will be an additional assignments view for anyone who has HR access to see if a student is working in more than one department.
Q: What happens if an employee forgets to clock in or clock out?
A: The employee’s supervisor or timekeeper can enter time for the employee onto the timesheet.
Q: How do we make changes to a rate of pay for undergraduate students or misc wage employees?
A: A JED will need to be processed for the employee as a pay rate change.
Q: How do shift differentials work?
A: The slice of time that is worked at a different shift will have an override rate which is their regular rate plus the shift differential amount. For example: An employee receives an additional $0.30 for each hour worked at second shift, so for all of the hours worked at second shift, the override rate would be their hourly rate + $0.30 ($14.76 + $0.30 = $15.06).
Q: Are schedules tracked in UD Time for students?
A: Schedules are NOT tracked for students and misc wage employees because of the varied schedules.
Q: How long does a student worker who works more than 6 hours in a day get for lunch?
A: A student who works longer than 6 hours would receive a 30 minute unpaid lunch period.
Q: How will clock-in’s and clock-out’s be handled if the internet or electricity goes out?
A: The employee’s supervisor will be responsible to keep track of worked time when there is no internet access or electricity, and will have to edit the timesheet for the employee.
Q: If an employee is in the system as Supplemental, NPD or SRG can they be selected and paid through UD Time?
A: Supplemental, NPD employees, and SRG employees will NOT be paid through UD Time.
Q: What happens if an employee clocks into the wrong department accidentally?
A: The employee would immediately clock out of that job, and enter a comment on the time sheet to his/her supervisor.
Q: Who will be clocking in and out of UD Time?
A: Undergraduate students, misc wage employees, and Local 439 employees will be clocking into the UD Time system.
Q: Can I view my timesheet if I am not on campus?
A: Yes, anywhere you have internet access you will be able to view your timesheet.
Q: Is pre-approval of overtime and comp time required?
A: All overtime and/or compensatory time requires the approval of the supervisor. Refer to personnel policy #4-95 for complete policy information.
Q: Can an employee enter a comment on their timesheet?
A: Employees will be able to enter comments in the comment box.
Q: Will approvers need a supervisor or HR Liaison code in order to approve time?
A: Approvers will need to be listed on a Supervisor code as a supervisor or timekeeper.
Q: Is the Time Report Form being replaced?
A: The Time Report Form and the Work Study Time Report Form will no longer exist after August 4, 2013, so worked time for undergraduate students and misc wage employees will be entered into the UD Time system.
Q: Can any employee be paid in UD Time?
A: The only employees who will be paid in the UD Time system are undergraduate students, misc wage employees, Local 439 employees and Local 3472 employees.
Q: What do I need to do if I have a Leave Request that has been completed for a date and time after August 4th?
A: Leave requests that have been completed for a date and time after August 4th will have to be resubmitted on a new leave request form.
Q: How do I record a schedule for an employee who does not have a regular schedule?
A: When a Request to Recruit for a new position is created a schedule will be entered. If it is an existing position then the schedule can be updated by a Position Change form.
Q: Why would misc wage/undergrad students be included in the LAM?
A: With UD Time, undergrad students and misc wage employees will be included in the LAM in order to provide default funding, however, their funding will not be editable in the LAM.
Q: How does funding for undergraduate students and misc wage employees get updated?
A: If we are referring to the primary job, then default funding is updated on the JED. If we are referring to an additional assignment, default funding is updated on the Additional Assignment form.
Q: How many funding sources will be available in the LAM for a misc wage/student employee?
A: Misc wage/student employees will have one funding source available in the LAM.
Q: Will there be training for everyone?
A: Training sessions will occur for each type of employee, as well as for supervisors, timekeepers and HR Liaisons.
Q: Will I receive an error message if no leave balances are available?
A: An error message will not display if no leave balances are available. There will be a leave balance view on the leave request form so you will know ahead of time what you have available.
Q: Will the system allow exempt employees to earn comp time?
A: Exempt employees are not eligible to earn comp time. Refer to personnel policy #
Q: What is UD Time?
A: UD Time is our new time and attendance system from WorkForce Software. WorkForce software is one of the leading providers of this technology and has particular experience and expertise in addressing the needs of higher educational institutions such as UD.
Q: Why did the university purchase this system?
A: There were several reasons the university purchased this system, but the most notable was to improve the overall accuracy and timeliness of our payroll processes. Errors in payroll calculations, incorrect or inconsistent application of pay rules and other such issues are both time-consuming and costly to correct. With UD Time these processes are fully automated.
Q: How will UD Time benefit me?
A: This system provides the most precise and consistent way to capture the hours you worked. This will result in a virtual elimination of paycheck calculation errors. (Of course, we have always strived for zero errors, but moving to an automated system ensures an unprecedented degree of accuracy.) There are also several self-service features which make recording your time, and other work-related activities faster and more insightful.
Q: Will the additional assignment take the place of transfers into other departments?
A: The additional assignment will not take the place of transfers into other departments. Transfers will still need to be done on a JED if the primary job is ending and the employee has an additional assignment in another department.
Q: Can the end date be modified on the Additional Assignment form once entered?
A: The end date on the Additional Assignment form once entered can be modified by completing a new Additional Assignment form.
Q: Do you have to fill in an end date on the additional assignment form?
A: The end date on the additional assignment form is optional.
Q: Is there a limit on the number of additional assignments an employee can have?
A: No, an employee can have any number of additional assignments.
Q: Who will have the ability to complete an additional assignment form?
A: Any HR Liaisons will have the ability to complete an Additional Assignment form for a new assignment. For an existing Additional Assignment, the HR Liaison of that department will have the ability to complete the form.
Q: Can future rate changes be entered on an Additional Assignment form?
A: Future rate changes can be entered on an Additional Assignment form.
Q: How would you know an employee had an additional assignment?
A: You could ask the employee if they had an additional assignment, you could check the additional assignment view for the employee or you could start a new Additional Assignment form.
Q: How will departments know when a student has work study funds available?
A: An email will be generated when a student’s work study award is available, or you could check the Work Study balance view.
Q: If a student has work study funds for only the academic year, but continues to work in the job for the summer, does the department need to complete a JED to make the employee a regular student worker?
A: Yes, you will need to complete a new JED for the student, similarly to the procedure of hiring graduates on contract and at the end of the contract, putting them on graduate student labor.
Q: How would you make a change to an employee’s work schedule?
A: Making a change to an employee’s work schedule will require completing a position change form.
Q: How will an employee know what their leave balances are?
A: Employees will be able to see their leave balances in the view for leave balances or on the leave request form itself.
Q: Can the alternate supervisors and/or timekeepers listed on a supervisor code have different department codes?
A: Yes, the alternate supervisors and/or timekeepers can have a different department code.
Q: Can a supervisor code be inactivated?
A: Yes, a supervisor code can be inactivated, however, it might be easier for the department to repurpose the supervisor code.
Q: How would an employee reset their pin?
A: The HR Liaison in your unit or individual department can help an employee reset their pin.
Q: Can you add an approver to the routing of the additional assignment form?
A: Yes, just like any other web form, an approver can be added on the additional assignment form.
Q: Will timekeepers have access to approve/edit any and all forms?
A: Timekeepers will only have access to approve/edit their own employee’s timesheets in the UD Time system, and will be copied on Leave Request forms.
Q: Can the funding source in an Additional Assignment be modified?
A: The funding source for an additional assignment can be permanently modified by completing a new Additional Assignment form. The funding may also be temporarily modified on the timesheet per pay period.
Q: What happens when you inactivate a supervisor code?
A: When you inactivate a supervisor code, you can no longer see any employee tied to that code.
Q: Will students and misc wage employees have the ability to see the views for their additional assignments?
A: Students and misc wage employees will have the ability to see the Additional Assignment view.
Q: If a Work Study award is given after the Additional Assignment is completed, what does the department need to do?
A: If a Work Study award is given after the Additional Assignment is completed, then the department will need to complete a new Additional Assignment form.
Q: Are departments currently putting hourly rate and default funding information on the JED?
A: Currently, departments are not putting hourly rate and default funding information on the JED for misc wage, undergraduate and work study students. However, as a result of UD Time, this information will now be required.
Q: When will the changes to the JED be put into production?
A: Changes to the JED have been put into production effective 6/18/2013.
Q: Does the department need to complete another JED if Work Study ended and the student is going to continue to work in the department?
A: A JED or an Additional Assignment needs to be completed to move the student from Work Study to Undergraduate Student Labor.
Q: Will there be a view for Leave balances?
A: There will be a Leave balances web view.
Q: How will future leave requests be handled if a schedule changes?
A: If a leave schedule changes a Leave Request Amendment should be submitted.
Q: Why would a department need more than one supervisor code?
A: A department may need more than one supervisor code if different supervisors in the department need to approve time.
Q: Will the end of pay period reminder emails go to the alternate supervisors and timekeepers?
A: Yes, the end of pay period reminder emails will go to supervisors, timekeepers and the alternates for each time sheet that has not been approved.
Q: Are there any special browser requirements when using UDTime?
A: We have found that Internet Explorer version 10 has some compatibility issues. We advise staff to use Internet Explorer version 9 or lower, Mozilla Firefox, Apple Safari, or Google Chrome, as these browsers function without issue.
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