HR System FAQs

Questions

Answers

Access/Login

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I cannot access UAccess Employee Benefits Enrollment. Who do I contact for help?

Contact The 24/7 IT Support Center at 626-8324 for technical and UAccess Employee support.
For benefits related questions, contact the Benefits Administration Team at 621-3662. 

Will UAccess Employee be unavailable in the evening, if so, what is the downtime schedule?

The UAccess Employee System maintenance windows are:

- Tuesdays and Thursdays from 10:00PM - 12:00AM
- Fridays from 6:00PM - 6:00AM

During these times the system may be brought down for maintenance, if it is not needed the system will remain operational and accessible.  A process will be created to properly inform and provide any messages to users when being used.

How do I log in to UAccess Employee?

Go to the Uaccess Portal: http://uaccess.arizona.edu

Click on Employee Self Service > Login with your UA NetID and password.

UAccess Employee is unavailable who do I contact?

The 24/7 IT Support Team at 626-8324.

Which link do I click on the UAccess portal to launch UAccess Employee?

The Employee/Manager Self Service link--NOT the Administrative Staff link.

Do I need VPN from off campus to launch UAccess Employee? 

Provided that you click on the Employee/Manager Self Service link, no. You do not need VPN for Time Reporting, Approving, or Coordinating.

Benefits

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All of my beneficiaries are listed as "other" relationship. How do I correct this information?

All beneficiaries converted from Employee Link to UAccess Employee as "other". You may update your beneficiary information, including relationship type in Employee Self Service.

Navigation: UAccess Employee > self service > Benefits > Benefits Summary > Dependent/Beneficiary Information

Select the appropriate life insurance plan hyperlink in the "covered beneficiaries" section. Click the name of the beneficiary you'd like to update. Scroll to bottom of page, select "edit". Make corrections as needed and select "save". Click the "return to" option at bottom of the page to repeat this process for other beneficiaries as needed. 

Where would I find a list that explains the deductions being taken off your check?

Visit the "How to Read Your Paycheck" overview on the Mosaic website at:

http://www.mosaic.arizona.edu/hr_paycheck

Does the Compassionate Leave balance appear in the accrued leave balances area?

If Compassionate Transfer of Leave has been approved and the donation has been processed by the HR Leave Team, the increased hours will be included in the sick leave balances area.

When will my Open Enrollment benefits elections be effective?

Open Enrollment benefit elections are effective on October 1, 2009.

What is the deadline to enroll in benefits or a retirement plan? 

Benefits Enrollment Deadline: 31 days from your date of hire/eligibility

Retirement Plan Enrollment Deadline: 30 days from your date of hire/eligibility

How do I add coverage/a dependent to my benefits?

Certain Qualified Life Events allow you to add coverage/a dependent within 31 days of the event: (i.e., you are newly married, just had a baby or adopted a child).

If you experience a qualified life event, you can visit the Human Resources website at www.hr.arizona.edu, and click on “Forms” to view the Qualified Life Event form.  Directions are included on the form.

What are the office hours for Human Resources Benefits Services?

Monday - Friday 8:00AM-5:00PM.

Once I've completed Open Enrollment, when will my benefits coverage start? 

Benefits coverage will be effective the day first of the pay period after HR receives your completed online enrollment.

http://www.hr.arizona.edu/enrolling_in_your_benefits

When do my benefits end?  

Benefits will end on the last day of the pay period that includes your termination date.

How do I know what benefits I am eligible for?

You should have received a benefits packet in campus mail. If you have not received it, contact your business office.
 
To learn more about benefits, visit the Human Resources website at www.hr.arizona.edu and click on “Benefits”.
 

Which of my dependents are eligible for benefits coverage? 

Dependent eligibility information can be found on pages 7 & 8 of the Benefit Guide. The Benefit Guide can be found at:

http://www.hr.arizona.edu/general_benefits_information

You may need supporting documentation. You will receive an email following your completed enrollment with more information if additional documentation is required.

Will I need supporting documentation to enroll my dependents in benefits? 

You may need supporting documentation to show your dependent(s) meet the eligibility requirements established by the State of Arizona. You will receive an email following your completed enrollment with more information if additional documentation is required.

What is my UA NetID?

Visit the UA NetID website to look up your UA NetID:

https://netid.arizona.edu/

What is my UA NetID password?

Visit the UA NetID website to change or reset a forgotten password:

https://netid.arizona.edu/

Where is the online enrollment section for the Arizona State Retirement plan?

Enrollment in the Arizona State Retirement plan enrollment is NOT completed online. Employees enroll using paper forms. You can find the forms on the Human Resources website at www.hr.arizona.edu and by clicking on “Forms”. 
 

How do I delete benefits/remove a dependent?

Certain Qualified Life Events allow you to delete coverage/remove a dependent within 31 days of the event: (i.e., death, divorce, child no longer a full time student) 

If you experience a qualified life event, you can visit the Human Resources website at www.hr.arizona.edu, and click on “Forms” for the Qualified Life Event form.  Directions are included on the form.

Where can I find the benefit plan premium rates?

Benefits premium charts are on the Human Resources website at:

www.hr.arizona.edu

Go to: Benefits > Health Benefits to view rates.
 

I changed my benefits during this Open Enrollment, and those changes aren't showing in the Benefits part of UAccess Employee. 

The benefits screen defaults to the current date's benefits. Change the date in the date field to something after October 1, 2009 and click Refresh to see what your benefits will be once your new selections come into effect.

Budget/Accounting Express

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Can we split funds? If so, on how many accounts?

Yes.  You are not limited in the number of accounts you can utilize.

Will accounts appear as part of the time & reporting or is effort reporting a separate process?

Effort reporting will be done in KFS and is separate from Time and Labor

Can we change funding on the time sheet?

No.  Effort Reporting will be performed in KFS Labor Distribution Module.

How are sick leave and vacation accruals attributed to the appropriate dept when someone is split between two or more depts.?

Accruals are calculated based on the hours paid to the employee.

Will accounts appear as part of the time & reporting or is effort reporting a separate process?  

Effort reporting will be done in KFS and is separate from Time and Labor

How will systems control make changes to position funding?  How will these be requested?

There will be a new process developed by Systems Control including new forms, etc.  When the new process is defined, Systems Control will present it to campus.  Position funding will be part of position management associated with job data within PeopleSoft.

If we cannot see the account has been changed on the one shot screen, would this be the prompt to do expense transfer to fix the funding?

No.  You would review your accounting expenses similar to what you do today using a tool similar to PELs.  This would determine the account that was used during payroll.  If this is not the account you expected, you would then need to do an expense transfer.   You may need to do a change on the accounting on the position management of the job to ensure the change to the new account is permanent.

Commitment Accounting

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How long will it take for a  Labor Distribution of Expense to post the  FRS account?

Once the transaction is approved it will post to FRS the next day.

Roughly what percent of a faculty member's compensation is benefits?

It appears that this year faculty ERE (Employee Related Expense-part of which is benefits) runs from 13.4% to 27.99% depending on the type of faculty. Detailed ERE rates and what they consist of are available at:

http://www.fso.arizona.edu/ere_rates.html

Employee Self Service

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Can I have a certain dollar amount taken out of my check to go to a savings account?

Yes.  Go to UAccess Employee > Self Service > Payroll & Compensation > Direct Deposit 
 
If you already have Direct Deposit, click  Add Account where you will be directed to complete the needed information.  Remember to save when you are done.
If you do not have Direct Deposit, follow the instructions to get started.

If I move, how do I get my address changed in the Payroll system?

If you are an active employee:

Go to UAccess Employee > Self Service > Personal Information > Home and Mailing Address

Click "edit" and make the appropriate changes.  Save and close.

Using UAccess self service, I would like to transfer a certain amount from each paycheck to another bank account. If the Net pay is going to one institution which option do I use to transfer a portion to another?

You will need to select Payroll and Compensation>Direct Deposit and then click Add Account.  Complete the required information for the second institution account.  Remember to Save.

I get an error when trying to update my address in Employee Self Service. What should I do?

(1) Are you successfully logged into UAccess Employee self service?
- If not, this may be a navigation or NetID problem.

(2) Does the error appear when saving the corrected address or when selecting the link before even entering the new address?
- If the error occurs when saving, the effective date may be incorrect (you can't save history (meaning any date prior to today))
- If the error occurs during navigation it may be security-related, contact the 24/7 IT Support Team

Job Data

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Can employees have more than one employment instance (multiple positions)?

Yes. UAccess Employee does not limit the number of jobs (positions) an employee has within the system.

Can an employee switch from one position to another mid-pay period at full FTE? 

Yes.

How is Leave Without Pay (LWOP) handled?  Can the payroll representative “suspend” any time reporting requirement for people on LWOP or sabbatical?

Departments will need to submit leave or sabbatical requests according to policy. The job data determines how the time sheet function operates.

Is Full Time Equivalency (FTE) displayed in whole dollars?

The FTE field will allow two decimal places.

Will departments be handling what Systems Control is currently doing?

No departments will still be sending requests to Systems Control.

Leave

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Will managers have access to the benefits module to view vacation, sick and comp time?

The benefits module is not needed for view accrual balances.  Vacation/Sick/Comp time balances will be available on an employee's timesheet.

Will a warning notification be sent out to the employee who need to use their vacation time before they lose it?

Yes, a notification will appear on the employee's pay statement in Employee Self Service. 

Other

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How is flex-time reported?

Flextime employees start the fiscal year knowing when they will be taking their flex-time. Their timesheet will be configured to allow them to report flex time just before they actually take it. The time reporting code used to report their flex time will appear and disappear as needed.

How do I access old UIS data?

UIS data will continue to be available in a read-only format for viewing historical data. There is no change in the way employees will access UIS. To access current University Student, Financial and HR data, employees will now use Uaccess Analytics which is accessible through the UAccess Portal at:

http://uaccess.arizona.edu. 

Where do I see old paystubs?

Old paystubs will continue to be available through Employee Link. Paystubs beginning with this pay period will be available through UAccess Employee.

Overtime

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Will overtime be combined for multiple positions?

Yes.

Can compensatory time or cash overtime be flexible in the same pay period?

Yes.  Under the classified staff policy 311, the preferred method is to use compensatory time.

How does the blended rate work for overtime when an employee is in 2 non-exempt positions?

The blended rate is based on the total hours worked in all positions divided into total compensation earned in all positions.  The blended rate of pay is applied to the premium (.5 hours) rate of pay.  
  
For example, a person worked 45 hours at a pay rate of $10 per hour and worked 40 hours in a second position at $15 per hour.  

Multiply 45 x $10 = $450 and 40 x $15 = $600.  
Add $600 + $450 = $1050 / by 85 hours = $12.35294 (blended rate) per hour. Multiply 5 x $12.35294 x 0.5 = $30.88.  
Total compensation is $1050 + 30.88 = $1080.88.

Can the Time Approver correct or deny time based on the overtime pay code?

Yes.

Payroll

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How can I get a copy of my paystubs prior to UAccess Employee?

Visit Employee Link to view and print paystubs prior to 10/9/09 pay date:

https://emplink.arizona.edu/

If you do not have access to Employee Link, contact the Financial Services Office Customer Service at 621-9097 or email fso_operations@arizona.edu.

How can I get a copy of my W-2?

Visit Employee Link to view and print your W-2:

https://emplink.arizona.edu/

If you do not have access to Employee Link, contact the Financial Services Office Customer Service at 621-9097 or email fso_operations@arizona.edu.

I lost my pay check.  What do I need to do to have it reissued?

You  need to fill out a request for a reissued check.  
Please contact FSO Customer Service at 621-9097 or by email at fso_operations@arizona.edu.
 

My check has expired.  How can I get it reissued?

Contact FSO Customer Service 621-9097 or by email at fso_operations@arizona.edu. 

I am a student worker, why do I have FICA taxes withheld?

You will have FICA withheld at any point during the school year if you are no longer registered as a student in the Student Information System using the following criteria:
-  During the school year you will have FICA taxes withheld if  you are taking fewer than 6 credit hours.
-  During the summer you will have FICA taxes withhold if you are taking fewer than 3 credit hours each summer session. 

How do I change my Sure pay/Direct Deposit?

Login to UAccess > Self Service > Payroll & Compensation > Direct Deposit

- Click the "Change" button on the line you wish to change and complete the required fields.
- To add an account, click on the "Add Account" and complete the required information about your account.

My tax status has changed due to a marriage, a divorce, the birth of a child, or the loss of one of my deductions.  Do I need to notify the Payroll Department?

Any time there is a change in your tax status you may elect to complete a new Form W-4.

Login to UAccess > Self Service > Payroll and Compensation > W4 Tax Information USA. 

Complete the required information and click "Submit".

I am a U.S. citizen or a resident alien. What does exempt on the Form W-4 mean? How do I claim exempt from federal withholding?

Being exempt from federal withholding means that you will have no tax liability on your personal return at the end of the year. To claim exempt you need to fill out a Form W-4.

Login to UAccess > Self Service > Payroll and Compensation > W4 Tax Information USA.

Complete the form including the 'Claim Exception' section at the bottom of the page.  Make sure the withholding year is correct and if you meet the conditions, place an 'x' in the box where it says: If you meet both conditions, check Exempt here. Click 'Submit' when you are finished.

I am a non-resident alien for tax purposes, what tax forms do I need to fill out?

There are a couple of different ways for a non-resident alien to file tax withholding forms. Because it depends on what country you are from, how long you have been in the United States, and your visa type it would be best to call FSO-Operations at 621-9097 so they can help you decide how you should file.

How do I cancel my savings bond deduction?

Contact National Bond and Trust at 1-800-426-9314.

When would I have to have a change to my Form W-4, Sure pay/Direct Deposit, Savings Bond or United Way deduction in order to have it affect the next paycheck?

You would need to complete the changes by the Friday of a non-pay week in order to affect the next paycheck.

I've lost one of my paychecks, what do I need to do?

Contact the Payroll Department immediately at 621-9097. Your paycheck is a state check, Payroll must follow state procedures and complete paperwork to place a stop payment on the check. You will need to come by the Payroll Department to sign the paperwork, and have someone with you that is over the age of eighteen and not a spouse to also sign. Once the paperwork is signed it will take 5 to 10 working days to get a replacement check issued.

How can I request a copy of my W-2 Form?

You can log onto Employee Link and access your 2008 and prior W-2 at:
 
https://emplink.arizona.edu/
 
Select Payroll Info >  Select the W-2 you would like to print
 
If you are unable to print a W-2 contact Financial Services Customer Service at 621-9097.

Regarding the completion of the W-4 form for international employees. Per the brochure created by the FSO Office titled "Taxation of International Employees at the University of Arizona", why can't I take the standard deduction on the form W-4?

The reason is that international employees are not eligible for the standard deduction allowed to all US Citizens and permanent residents. Since there is no W-4 form created specifically for international employees, the IRS recommends that the individual set-up the additional withholding to offset the calculated allowance for the standard deduction (single or married).

I am currently a UA employee under H-1B visa. I have noticed that since August ( the time I begin as H-1 ), there is a OASDI and Medicare being withheld.  Why?

Under a H-1B visa you are considered a resident for tax purposes and are no longer exempt from paying Social Security OASDI and Medicare taxes.
Contact FSO Customer Service 621-9097

What replaces the POPR?

An employee can submit missed hours on their time sheet in employee self service for time that is less than 28 days old. 
 
Campus departments will use Uaccess Employee > Manager Self Service to submit Payment Request that are older than 28 Days. 
 

How do you pay out comp time?

If you want to pay cash to an employee instead of letting them accrue comp time, you are paying them overtime, (either straight overtime or time and a half) not comp time. The phrase “paying out comp time” means an employee is no longer eligible to claim their comp time (perhaps they have been terminated) therefore they are “paid out” for any remaining balance of comp time.

What is replacing the PET system?

The Labor Distribution of Expense Transfer module within PeopleSoft will be up and running within the next couple of weeks.  This will be seen in Manger Self Service > Commitment Accounting > Create a  Labor Dist Expense Transfer when it is ready.

Please be aware that no payroll expense transfers will be processed until the module is released.  As soon as it becomes available we will be sending a notification through this listserv. 

We thank you for your patience.

Presence at Work (PAW)

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Is there a means to record a presence at work?

Yes.

Can each department choose to use the Presence at Work time reporting code?

The department will be able to decide if they will be using "Presence at Work" for exception reporters.

Will "Presence at Work" (PAW) time for exception reporters require an approval?  If not how will we know if they report this time or not?

No, "Presence at Work" will not need to be approved.  The PAW time reporting code can be viewed in UAccess Employee >Self Service> Time Reporting > Timesheet Summary.

Will all exception reporters see the Presence at Work time reporting code even if the department chooses not to use it?

Yes.

Does PAW go straight to the approver?

PAW does not need to be approved.  It is available for the Time Approver to review on the reported time: timesheet summary view.

If the timesheet view is set to pay period does the PAW apply for the whole pay period?

Yes.

If an employee submits Presence at Work for the pay period but they actually took vacation or sick time, can I deny the time?

The Presence at Work time reporting code is just a tracking device.  It has no impact on an exception reporters pay.  The time reporting code cannot be approved or denied.  However, you will be able to see that the employee did not report his/her time correctly.  The Time Approver can either make the change or contact the employee to make the change.

Does an employee have to report PAW?  Are all departments required to use it?

The decision to use PAW will be made at the department level.  Not all departments will choose to use this tool.

Punch Time

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How will we insure that associates are clocking in appropriately at work?  How will this be managed?

Each department or college should establish appropriate expectations with their employees.  The supervisor/approver will be responsible for ensuring these procedures are followed

Can punch time be restricted so employees can only use the web clock when on a particular subnet or a specific IP address?

No.  However, a report will be available showing the IP address that was captured when the employee punched in using web clock.

Reporting Time

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Will the timesheet be “locked” after the employee submits it?

No.  The Approver acts as the backup to add time if the employee is unavailable to add the time.

We currently have employees fill out a leave request form for supervisor approval. Supervisors then track approved leave on their calendars and the forms are submitted to our payroll specialist to verify the time was reported on timesheets.   I’d like to eliminate this if possible.

PeopleSoft Time and Labor is a time recording application.  Departments who wish to maintain a leave approval process can continue to use their current  tool.  Departments can use Time and Labor to report and approve future  time sheets with future leave reported.

Can we set up a report in BI for a supervisor that shows all their employees’ exception time for future pay periods?

Time Approvers can view time by employee using "View Time" in Manager Self Service.  If these summaries and views do not provide the right tools certainly a query within BI can be developed.

Are there any checks and balances to ensure the person is on the right week?   (Concern the employee will pull up the wrong week to enter time.)   Can you lock the view by different workgroups?

The calendar is automatically pulled up to the current day, week or pay period depending on the view that is selected.  The view can be selected and saved by the Time Reporter, but it cannot be locked.  It is a personal preference by the Time Reporter.  The department can request that a particular view is used.

Will time reporters who exceed their vacation receive a message notifying them that they have exceeded the balance? 

Yes. When time is entered into the timesheet a notification will pop-up if any leave balances are exceeded. A timesheet cannot be saved or submitted with leave balances in excess of current accruals.

Are Time Reporting Codes specific to the person reporting?

Yes, the TRC codes are defined by the workgroup the employees position belongs to in UAccess Employee.

Will holiday time appear automatically?

Payroll will run a process to automatically populate Holiday time for Positive Pay Reporters and Classified Exception Reporters.  All other Exception Pay Reporters will have holiday time displayed on their paystub for the appropriate day.

Can departments set their own deadlines for time submission and have emails notifications sent out according to this deadline?

Email notifications will be set on a campus schedule.  An individual department cannot use UAccess Employee to create specialized email notifications.  

How can we track Furlough? 

Furlough will be entered through Time and Labor and queried using UAccess Analytics.

Will employees be able to use the vacation/sick accrual he/she earns during the current pay period?  

No.  Employees will only be able to use what appears in the accrual balances that appear on his/her timesheet.  This will not include accruals during the current pay period.

Will every employee need to log into the time and labor system to acknowledge their 80 regular work hours, if they have no changes, i.e.: sick, vacation, jury duty, etc?
  
  

FLSA non-exempt employees within UAccess Employee are considered positive pay reporters and all of them will be paid based on hours worked and reported.

The current categories of employees impacted are non-exempt classified staff, students, non-exempt ancillary. FLSA exempt employees within UAccess Employee are considered exception pay reporters. They are paid based on the job.

The current categories of employees impacted are exempt classified staff, faculty, appointed personal, exempt ancillary. They will report exception hours, such as vacation, sick, and jury duty, etc. through the time sheet within self service.

In addition, in a college, unit or department where a presence at work is necessary a time reporting code for presence at work (PAW) can be used as needed. This is a communication tool between the supervisor and the employee to acknowledge the employee was at work. It does not impact the amount of paid because the job is driving the gross pay.

Graduate Students will always be paid based on the job.

What is the deadline for time approvers to approve time?

Supervisors and time approvers should approve time no later than Monday of pay week at 5:00PM.  Departments may establish earlier deadlines. Please follow the department practices if you have been given these instructions.

I cannot see any payable time for my employees?

The time administration process must run to convert all approved time to payable time.  This process runs four times per day. Please check again later.

The time administration process ran but I still don't have payable time?

Make sure that all of the time was approved.  It will not convert to payable time until it is approved and the time administration process runs.  This process runs four times per day.  Also check to see if the time has an exception which is indicated by a clock icon on the time sheet.

How can I tell if employees have saved their time rather than submitting their time?

Go to Time and Labor > View Unprocessed Time > Unprocessed Reported Time and Get Employees. 

This screen view has a column "Saved" which will show you time reporters who have saved their time but not submitted it.

What is the deadline for time reporters to submit time for approval?

No later than Monday at 10:00 AM of pay week to receive the pay on the pay date.  Departments may establish an earlier deadlines.

I forgot to complete my time sheet by the deadline?

Please complete your time sheet now and submit the document to your supervisor. 

Login into UAccess Employee>Self Service>Report Time
 
Additionally you may wish to communicate with your supervisor that you have completed it late.

How do I tell if I am a positive time reporter or an exception time reporter?

Positive time reporters with see a time reporting code of REG - Regular to report hours worked. 
 
Exception reporters will only see exception time reporting codes like vacation and sick.
 

How do I search for all employees who report time to me? 

The best method is to navigate to Manager Self-Service > Time Management > Report Time > Timesheet. Then, search using the Time Approver Position Number (which is your Position Number). That method will show the list of employees who report to that Position Number for timesheet approval.

How do I get an employee switched from one Time Approver to another?

Submit a Position Control Form to Systems Control. As of 9/28 you will do so using UAccess Analytics.

How do I look up someone's supervisor?

Navigate to Manager Self Service > Job and Personal Information > Position Cross-Reference. Look up the employee there. Click on the Position link in the UA Position Cross Reference screen to navigate to UA Position Data Details. Click on the Supervisor/Time Approver tab. Only Time Coordinators/Business Managers will have access to this function.

What happened to the save for later button?

This button was removed.  Now there is only one button called "save and submit."  The save button was causing several problems in the system so a configuration change was made.

Time Approval / Security

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Is the Time Approver the Supervisor?

Yes.

Can you have a backup approver?

Yes.

Can you require time approval to have two reviews?

As a departmental business practice, two people can review a timesheet but the Supervisor's approval will move the time reported to payable time.  The payable time process establishes the hours that will be paid within PeopleSoft.

Will supervisors be notified when a timesheet is ready to approve?

No, but the Time Approver can approve timesheets at any time.

Will the payroll representative be notified when all timesheets are approved?

No, the Time Coordinator can review approved time sheets at any time.  

Who will set up reporting structure for Time Approvers?

The department will set up the structure.

Is there an audit report available to see who approved time and who entered time on the timesheet?

Yes.  This report will be available through UAccess Analytics.

Does the timesheet return to the employee to re-submit (so the employee has electronically accepted the correction) or does the approver approve the corrections and the timesheet forwards to payroll?   Does the approver have a choice to return the timesheet to the employee for re-submittal?

Communication should occur between the Time Approver and Time Reporter before any changes are made to a submitted timesheet. If a correction is needed, the Time Approver should deny an employee's reported time, make comments, and return it to the Time Reporter to correct and re-submit. The Time Reporter can view comments on his/her timesheet at any time If the Time Approver corrects and approves the time it will go to payable time.

If the approver makes a correction, and can approve it, does a message go back to the employee regarding the change?  Or does the approver put a note in the timesheet record regarding the change and that’s what the employee can see if they question a change?

The suggested preference would be that the Time Approver deny the time and have the time reporter make the correction and re-submit it. If the time reporter is unable to make the change (out sick) and the Time Approver changes and approves the time, they should enter comments explaining the change/correction. Time Reporters can view comments by Time Approvers at any time on previous reported time. Types of email notifications are under discussion.

Can a Time Approver deny one day and approve the rest of the days so they will still go through to Payroll?

Yes.

When are supervisors notified they have timesheets to approve?

Supervisors can go in at anytime to see what time they have ready to approve.  Once time is submitted it goes to the supervisor to approve immediately.  An email reminder will be generated each Thursday of a non-pay week.  

When will the time coordinator start managing the exceptions?

Time Coordinators should be working exceptions at least once per week but it's recommended to check them daily if possible.  They will be able to view an exception after time has been submitted, approved and run through time administration.  By encouraging the time reporters to submit their time and time approvers to approve the time more often, you will provide the Time Coordinator with additional time to work these exceptions.

My employee entered time but I cannot see it to approve?

The time may be in a saved status.  You cannot approve it until it is submitted.  Either ask the employee to submit the time or find the employee's timesheet by navigating to:

UAccess Employee > Manager Self Service > Time Management > Report Time > Timesheet

In this view will  see the number of hours in saved, submitted and approved status for all of your employees.

How do I approve employee's hours?

Login Uaccess Employee > Main Menu > Manager Self Service > Time Management > Approve time and Exceptions>Reported Time.
 
 
Review the list and approve or deny time.

Note: If you deny time please make sure that you add a comment and communicate with the employee to correct the time and resubmit the time for your approval.
 

Who reviews, signs off on a Dean’s timesheet?

As an Exception reporter they will automatically be paid.  They will only need to complete their timesheet if they have a leave time to report unless the department wants them to report presence at work (PAW). 

I commented on time that my employee submitted and now I cannot see it?

The comments can only be viewed on the timesheet if there is time submitted for that day.  You can either submit time for the day or a UAccess Analytics report can be run to view all comments.

Is a Time Coordinator able to approve time?

No.  Time Coordinators cannot approve time.  You must have a Time Approver role to approve time.

How are Supervisors and Time Approver's added to an employee's record? 

To add Supervisors and Time Approvers to an employee's/position record, submit a PCF for the appropriate position(s) and write in the correct positions for the Supervisor and/or Time Approvers.  The new hiring form includes the ability to add the values at the time of hire for new employees. 
 
The individuals designated as Supervisors and Time Approvers will also require security access before they can approve time.  A  UAccess Access Security form will need to be completed for individuals who do not currently have access for those roles--the PCF will not add the required security.

I'm trying to see the employees who report to me for time and I'm using Reported Time. Why don't they show?

You'll only see employees who have submitted time under Reported Time. To see all employees, regardless of whether they have submitted a timesheet, navigate to Report Time.

Okay, I searched in Report Time for employees who report to me, and I can't find one who I know should be on the list. How do I find that employee's timesheet? 

You can find any employee in your department by clearing your position number from the Employee Search Criteria and searching for the employee by name.

How do I make sure my employee gets comp time earned for time reported over their FTE?

For a Positive Time Reporter who is eligible for comp time, any time worked that they submit over their regular FTE will automatically be recorded as Comp Time Earned. All the Time Approver needs to do is approve the submitted time. (If you want to pay them overtime instead, enter CASH in the Pay Overtime field. Then, submit the timesheet and approve the time.)

How can I see a list of all Time Approvers in my department?

There is a dashboard in UAccess Analytics that shows all Time Approvers in a department. In Analytics, click on the Employee link at the very top of the screen. In the drop-down menu, choose Time and Labor. Then, navigate through the tabs on the dashboard.

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How are PCNs different in UAccess Employee?

The Supervisor Position Number and the Approver Position number are based on that individual’s current Position Number (PCN). The number 1 has been added to the front of the PCN to make it 7 digits. 

How do I terminate an employee--the ISW Termination Form is no longer available.

The termination form is now available in the 'Forms' section of the HR Website at: www.hr.arizona.edu/forms. 

Complete the form and route it for appropriate signatures and to Systems Control for processing.

I'm not receiving the printed PAFs and PCFs anymore, can you tell me who to contact?

The PAFs and PCFs will no longer be distributed in the campus mail.  An electronic version will be available in UA Access Analytics.  Time Coordinators will receive an alert to let them know they have PAF/PCFs available for viewing/printing.  They will also have the ability to print the documents for specific employees/positions.  Anyone with medium level access to UAccess Analytics will have University wide access to PAF/PCFs.

How do we update PAF's and PCF's? Do we submit them electronically?

PAFs and PCFs are available in the Employee-->Business Manager's Home Page in UAccess Analytics--They are accessible under the Forms section.  Documents will be printed, completed and submitted to Systems Control to initiate changes.  They are not set up for completion on line or for electronic submittal.

What is a Position Number?

The number that identifies your job. The time reporting structure is built around Position Numbers. So, your employees are associated with your Position Number for their time approval. In other words, if you win the lottery and quit, their timesheets will continue to be approved by your position--independent of who holds it. This is a good thing. (Old term: Position Control Number (PCN); 6 digits. New term: Position Number; add a 1 to the beginning of the 6-digit PCN.)

How do I get my Position Number?

In the Employee Selection Criteria, click on the magnifying glass icon next to the Time Approver Position field. That will open a new search. Choose Name in the drop-down menu. Type in the first several letters of your last name and click on Look Up. Find yourself in the list of employees and click on your name. Once you do so, you will return to the Employee Selection Criteria screen and your Position Number will be filled out for you. (Click Save Criteria to not have to do this ever again.)