UD Workforce-Frequently Asked Questions

FAQS

ACCESSING THE SYSTEM

An employee who is not active in the HR System will not be able to clock into UD WorkForce.  Once active, the employee will feed into the UD WorkForce system during the next nightly update.  Effective Dates on a JED and/or Additional Assignment also effect the timing of when the employee records are fed from the HR System to UD WorkForce as well.

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. 

UD WorkForce does not currently provide an app. Mobile access will allow a user to save a shortcut on their device if they choose.

Yes

Yes, anywhere you have internet access you will be able to view your timesheet.

The employee's supervisor or timekeeper will be responsible to enter time worked on the employee’s timesheet when the employee cannot access UD WorkForce.

Undergraduate students, Graduate Students Misc Wage employees, and Local 439 employees will be clocking into the UD WorkForce. Adjunct Faculty, Supplemental Professionals, NPD employees, and SRG employees will NOT be paid through UD WorkForce.

When you inactivate a supervisor code, managers and/or timekeepers can no longer see any employee tied to that code.

A department may need more than one supervisor code if different supervisors in the department need to approve time.

FAQS

TIME OFF REQUESTS

Time Off Requests (TORs) for past dates do not require an approval when an employee submits them. Manager 1 and Timekeeper 1 receive notifications of these types of requests. Any future dated TORs require approval and an approval email will be sent to the Manager.

All TORs are visible within UD WorkForce from the Home Screen within the Schedules section under ‘Review Time Off Requests’.

For details on how to make changes to an approved TOR, please refer to our training materials. Here you will find both a video and jobs aid on 'How to Edit or Cancel a TOR'

Please email UDWorkForce@udel.edu with details including; Date, Req ID, and information to be changed.

The emails that go out regarding a Time Off Request needing approval are only sent to Manager 1 (the direct supervisor). There are 4 different ways to approve Time Off Requests, one of which is through email (others are mobile, Homescreen and Review Time Off Requests). The email contains a link stating "Click here to Approve this Time Off Request." By clicking that link, you are approving the TOR. This is why it then automatically approves it.

You've attempted to approve a TOR via email which has previously been approved.

You do not have the ability to add an approver or a copy to a Time Off Request (TOR), however, there are multiple workarounds that can be used. Notification emails may be forwarded to the appropriate person. Alternate supervisors and timekeepers have access to view this information through reports and employee/group calendars. Employees, Managers, Timekeepers, HR Managers, and CBOs have the ability to schedule a report and have that emailed to a specific employee (ex. Have the Time Off Request report scheduled weekly to be sent to a department admin for a whole department or for individual employees).

UD WorkForce is the "new" time and attendance system - this system will replace the time off request process and will replace UD Time.

All time off requests will be handled within the new system.  Managers, Timekeepers and HR Managers will have access to see those requests within the system.  Only Manager 1 will receive an approval notification that a request has been submitted for approval. 

UD WorkForce will allow you to submit Time Off Requests for time taken back to June 1st, 2020. If you have time that was not submitted prior to June 1st, 2020 that time will need to be reported to udworkforce@udel.edu for an adjustment to be made.

Yes, any approved requests for time after August 31, 2020 will carry over to the new system.

The Time Off Balance View will continue to be available in Webviews for you to view historical Requests for Leave. These requests are also stored in your Webforms In basket and/or Archive tab.

If the request has already been approved for time requested after August 31, 2020, the request is still valid and will be transferred to the new system manually

You will no longer be able to use the RFL Webform after July 20, 2020.  Beginning September 6, 2020 you will use the Time Off Request within UD WorkForce to submit your requests.

Full Time employees will need to log in to UD WorkForce to submit a Time Off Request. Please refer to our training materials on how to submit, edit, and cancel Time Off Requests.

Please refer to our training material on how to approve a Time Off Request.

UD WorkForce allows for time off in the past to be entered.  These types of requests are "auto approved" by the system, and an informational email is sent to the employee's manager.

FAQS

BALANCES

Please contact your HR Manager or Timekeeper. They will need to review your balances, if there is a discrepancy or adjustment needed they would complete the Balance Adjustment form.

Leave balances are tracked in UD WorkForce and visible on your timesheet. Please also refer to our training materials for additional details on how to view your balances.

Leave balances are visible within UD WorkForce on timesheets. Please refer to our training materials for additional details on how to view your balances.

With launch of the UD WorkForce System, Dependent Sick Leave banks were reset. Employees started with a balance of 45 hours as of 9/1/2020, regardless of prior usage. Going forward, the Dependent Sick Leave bank will reset each calendar year.

In conjunction with the changes to vacation accrual limits which went into effect on July 1, 2020, the UD WorkForce System will not clear vacation limits until December 31, 2021. At the time of the announcement, UD WorkForce had already been configured and this was not able to be addressed. This will be updated prior to the end of this year.

Accruals no longer occur on the 16th but will occur at the end of the month.

Balances in UD WorkForce are balances as of August 31, 2020 from UD Time, which included those monthly accruals. Those August balances were loaded on June 1, 2020 to allow employees to submit any past Time Off Requests (TORs) to ensure that time would be properly deducted.

FAQS

TIMESHEET ENTRY AND APPROVALS

The employee should immediately clock out of that assignment, and enter a comment on the time sheet to his/her manager/timekeeper. The employee should also alert their manager/timekeeper of this mistake as the incorrect information will need to be deleted and then added to the correct assignment.

Non-Exempt Staff are required by the Fair Labor Standards Act to track their hours. The UD WorkForce timesheet is the recommended method to track their hours. Employees can also use the blank timesheet available on the payroll website. Please refer to our training material on how to track hours for Non Exempt Staff for additional detail.

The employee's manager or timekeeper will need to enter that time for the employee onto the timesheet.

Please refer to our training material for additional detail on how to process these amendments.

Yes, employees are able to enter comments on their timesheets in the comment box.

Approvers will need to be listed on a Supervisor code as either a supervisor, supervisor alternate, timekeeper, or timekeeper alternate in order to gain access to UD WorkForce to approve time.  The new roles of HR Manager and Business Officer are also able to approve time.

Overtime for non-exempts should continue to be reported using a S-Contract Webform.

No, time is pre-populated with defaulted hours based on their schedule.  The individual can make any necessary adjustments.

Hourly Students and Misc Wage employees receive holiday pay if they work on a university holiday. Holiday pay is 2.5x their hourly rate (Holiday Pay + OT).

Using UD WorkForce for FLSA tracking purposes for nonexempt employees is the recommended method, however, is optional. Departments may continue to use their internal practice if they so choose. These internal practices have been left up to the department to define. If it is decided to utilize UD WorkForce, we can provide some guidelines/recommendations:

Nonexempt employees should submit their timesheets to their supervisor twice a month (according to the semi-monthly pay dates). Timesheets should be submitted no later than 2 days prior to the pay date. Prior to submission they should verify their timesheet reflects the appropriate information - in/out times are accurate, any OT has been recorded, and any TORs for that pay period have been submitted (these can still be submitted even if the timesheet was submitted). If there are no changes to be made to their timesheet they do not need to click save, they would just submit the timesheet.

It is likely the employee's timesheet was not approved. Please run the Timesheet Approval History Report to verify if this is the case. If so, the department will need to Amend the timesheet, make any necessary updates, and then approve the amendment. Depending on the timing of when this is completed, the time should be included in the next BW or SM Pay. For further detail, please refer to our training materials. Here you will find both a video and jobs aid on Amending and Retro Timesheets.

FAQS

ROLES

College Business Officer (CBO), HR Managers, and Reporter/Viewer are the new roles.

CBO and HR Manager roles have access to edit and approve timesheets. HR Manager can approve Time Off Request and is able to submit Time Off Request on behalf of employee.

The Reporter Role is a new and optional role. If a College or Department chooses to leverage this role, it provides the user with access to view timesheets, print timesheets (backup for grants), and run reports. Users can be assigned to this new role by completing the HR Supervisor Update webform and identifying the designated individual within the Reporter slot. If you have a significant number of Supervisor Codes to be updated send a request to hr-it@udel.edu to coordinate a mass update.

Manager 1, Manager 2, Manager 3, Timekeeper 1, Timekeeper 2, Reporter, Business Officer and HR Manager. For more details on roles, please visit the UD WorkForce.

Managers, Timekeepers and Reporter roles are assigned to employees as defined within the Supervisor Code table. Business Officers and HR Managers are maintained by HR. The Supervisor Code table can be updated via the HR Supervisor Update Form.

Supervisor Code Table

The Manager, Timekeeper and Reporter for an employee is based on the Supervisor Code listed on that employee's HR record. If an individual has access or is receiving notifications for an employee that shouldn't be then the supervisor code needs to be updated or that employee's HR record needs to be updated. You can verify the supervisor code listed on the employee's record by reviewing their Job Employment Data view in Webviews. The Supervisor Code list can be reviewed to determine if a different Supervisor Code should be used.

Please note access is dependent on the role one has on a Supervisor Code:

  • Supervisor - Timesheet and Time Off Request edit/approval access
  • Supervisor Alt 1 - Timesheet edit/approval access
  • Supervisor Alt 2 - Timesheet edit/approval access
  • Timekeeper 1 - Timesheet and Time Off Request edit/approval access
  • Timekeeper 2 - Timesheet edit/approval access
  • Reporter - View access

If you need assistance completing the HR Supervisor Update webform, please contact hr-it@udel.edu. If you need assistance completing a JED to update the supervisor code listed on an employee's record, please contact hrsystemsadmin@udel.edu.

FAQS

ASSIGNMENTS

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.

The funding source for an additional assignment can be permanently modified by completing a new Pay Additional Assignment webform. The funding may also be temporarily modified within UD WorkForce on the timesheet.

The end date on the Pay Additional Assignment webform can be modified by completing a new Pay Additional Assignment webform and updating that assignment. If the end date has already passed, you will not be able to modify that date.

The end date on the additional assignment form is optional.

No, an employee can have any number of additional assignments.

Any employee who has received access through the Access Request: HR Web System webform will be able to submit a Pay Additional Assignment webform.

You could ask the employee if they have an additional assignment or you could start a new Pay Additional Assignment webform.

Yes, the alternate supervisors and/or timekeepers can have a different department code.

Yes, just like any other web form, an approver can be added on the Pay Additional Assignment webform.

FAQS

SCHEDULES

Contact your HR Liaison to let them know a HR Position Change Webform will need to be submitted to update your PS Job record with the correct schedule. Once your schedule has been updated, your future timesheets will populate with the correct schedule. If there are questions on how to submit the HR Position Change Webform, please contact hrsystemsadmin@udel.edu.

UD WorkForce does not determine pay for our non-exempt employees. To have your hours and schedule updated in UD WorkForce, your department needs to update your schedule by submitting an HR Position Change Form.

FAQS

WORK STUDY

If a Work Study award is given after the Pay Additional Assignment webform is completed, then the department will need to complete a new Pay Additional Assignment webform to change that assignment to reflect work study. If you are unable to make a change to the existing assignment you would want to end the current assignment and create a new assignment with the work study information.

The Work Study Browse view provides this information. You can also check the employees Time Sheet in UD WorkForce within their Work Study tab to view the award amount.

No, the system will automatically charge the department 100% when work study funds are depleted or when the student is not eligible to use work study funds.

If a Work Study award is given after the Pay Additional Assignment webform is completed, then the department will need to complete a new Pay Additional Assignment webform to change that assignment to reflect work study. If you are unable to make a change to the existing assignment you would want to end the current assignment and create a new assignment with the work study information.

No, the system will automatically charge the department 100% when work study funds are depleted or when the student is not eligible.

FAQS

OTHER

A JED will need to be processed for the employee as a pay rate change for their main assignment.

A Pay Additional Assignment webform would need to be submitted to update the hourly rate for any additional job.

If you need to change the Rate on a particular time slice, you can do so using the Rate Override column in UD WorkForce to change the hourly rate to a different rate than what is on the employee’s record.

This is not tracked in UD WorkForce. Please reach out to your HR Contact with questions regarding tracking FMLA.

FLSA Adjustment is a calculation generated pay code that indicates the difference in between the FLSA Blended Rate and the Timesheet Regular rate calculations. Please see guideline on FLSA Overtime Pay.

UD WorkForce provides the ability for Managers, Timekeepers, HR Managers, and Business Officers to assign their authority temporarily to another individual. Please refer to our training materials for additional details on how to delegate your authority

Yes, end of pay period reminder emails will go to supervisors, timekeepers and the alternates for each time sheet that has not been approved.

For Managers, Timekeepers, and Reporters, please check and verify the Supervisor Code Table. For HR Managers and Business Officers, please contact HR.

For a temporary change, you could update the schedule within UD WorkForce on the timesheet.  Please refer to Job Aid on our training website for additional details on how to update the schedule.

For a permanent change to an employee's work schedule, please complete a Position Change Form.

The Manager, Timekeeper and Reporter for an employee is based on the Supervisor Code listed on that employee's HR record. If an individual has access or is receiving notifications for an employee that shouldn't be then the supervisor code needs to be updated or that employee's HR record needs to be updated. You can verify the supervisor code listed on the employee's record by reviewing their Job Employment Data view in Webviews. The Supervisor Code list can be reviewed to determine if a different Supervisor Code should be used.

Please note access is dependent on the role one has on a Supervisor Code:

  • Supervisor - Timesheet and Time Off Request edit/approval access
  • Supervisor Alt 1 - Timesheet edit/approval access
  • Supervisor Alt 2 - Timesheet edit/approval access
  • Timekeeper 1 - Timesheet and Time Off Request edit/approval access
  • Timekeeper 2 - Timesheet edit/approval access
  • Reporter - View access

If you need assistance completing the HR Supervisor Update webform, please contact hr-it@udel.edu. If you need assistance completing a JED to update the supervisor code listed on an employee's record, please contact hrsystemsadmin@udel.edu.

Thank you for joining our FORCE!