Payroll

 

UDTime FAQ
Will an employee who is not yet active in the HR System be able to clock into the UD Time system? [Expand]
An employee who is not active in the HR System 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.
What information does an employee need to be able to clock into the UD Time system? [Expand]
To clock into UD Time, an employee will need their Udelnet ID and password or their UD ID number and PIN/password. For those employees who do not remember their PIN, the HR Liaison in your unit can help you reset it. For those employees who do not remember their password, please visit http://www1.udel.edu/it/help/CAS/udelnetid.html.
Will employees be able to log in to UD Time from sites off campus? [Expand]
If departments do not restrict access, employees can log in from wherever they can get web access.
Will graduate students need to clock into the UD Time system? [Expand]
Graduate students on contract do not clock into that assignment in UD Time because they are paid a flat rate on a JED. Graduate students working an hourly assignment would clock in/out of that assignment. Graduate students payments for teaching a credited course, receiving an Honoria, receiving an Award, or receiving Participant Compensation would be submitted on a GNCP.
How are employees with multiple jobs identified and handled in the UD Time system? [Expand]
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.
What happens if an employee forgets to clock in or clock out? [Expand]
The employee's supervisor or timekeeper will need to enter that time for the employee onto the timesheet.
How do we make changes to a rate of pay for undergraduate students or misc wage employees? [Expand]
A JED will need to be processed for the employee as a pay rate change for their home assignment. A Pay Additional Assignment webform would need to be submitted to update the hourly rate for any additional job. If this is a temporary rate change, you can use the Rate Override column in UD Time to change the hourly rate to a different rate then what is on the employee's record.
How will clock-ins and clock-outs be handled if there is a UD Time outage or the electricity goes out? [Expand]
The employee's supervisor/timekeeper will be responsible for entering time worked on the employee's timesheet when the employee cannot access UD Time.
If an employee is in the system as Adjunct Faculty, Supplemental Professionals, NPD or SRG, can they be selected and paid through UD Time? [Expand]
Adjunct Faculty, Supplemental Professionals, NPD employees, and SRG employees will NOT be paid through UD Time.
What happens if an employee clocks into the wrong department accidentally? [Expand]
The employee would immediately clock out of that job, and enter a comment to his/her supervisor on the time sheet. The employee should also alert their supervisor/timekeeper of this mistake since the incorrect information will need to be deleted and then added to the correct assignment.
Who clocks in and out of UD Time? [Expand]
Undergraduate students, Graduate Students Misc Wage employees, and Local 439 employees will be clocking into the UD Time system.
Can I view my timesheet if I am not on campus? [Expand]
Yes, anywhere you have internet access you will be able to view your timesheet.
Is pre-approval of overtime and comp time required? [Expand]
All overtime and/or compensatory time requires the approval of the supervisor. Refer to personnel policy #4-95 for complete policy information.
Can an employee enter a comment on their timesheet? [Expand]
Employees will be able to enter comments in the comment box.
Will approvers need a supervisor or HR Liaison code in order to approve time? [Expand]
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 Time to approve time.
Can any employee be paid in UD Time? [Expand]
The only employees who will be paid through the UD Time system are undergraduate students, graduate students, misc wage employees, Local 439 employees, and Local 3472 employees.
How do I record or update a schedule for an employee who does not have a regular schedule? [Expand]
When a Request to Recruit for a new position is created, a schedule will be entered; you would provide the schedule at this time. For an existing position, the schedule can be updated via a Position Change form.
Why would misc wage/undergrad students be included in the LAM? [Expand]
With UD Time, undergrad students and misc wage employees will be included in the LAM in order to provide default funding for their primary assignment.
How does funding for undergraduate students and misc wage employees get updated? [Expand]
If we are referring to the primary job, then default funding is updated in the LAM. If we are referring to an additional assignment, default funding is updated on the Pay Additional Assignment webform.
How many funding sources will be available in the LAM for a misc wage/student employee? [Expand]
Misc wage/student employees will have one funding source available in the LAM.
Will there be training for everyone? [Expand]
Previously recorded training and additional resources are available online at http://www1.udel.edu/payroll/udtime/udtime-resources.html. If you have additional training needs or questions, please contact us at ud-time@udel.edu.
Will I receive an error message if no leave balances are available? [Expand]
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.
What is UD Time? [Expand]
UD Time is our time and attendance system from WorkForce Software. UD Time is an online system that will help University of Delaware employees accurately capture and calculate earned time off and, for those who clock in, time at work.
Will the Pay Additional Assignment webform take the place of transfers into other departments? [Expand]
The Pay Additional Assignment webform 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.
Can the end date be modified on the Pay Additional Assignment form once entered? [Expand]
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.
Do you have to provide an end date on the additional assignment form? [Expand]
The end date on the additional assignment form is optional.
Is there a limit on the number of additional assignments an employee can have? [Expand]
No, an employee can have any number of additional assignments.
Who will have the ability to complete an additional assignment form? [Expand]
Any employee who has received access through the Access Request: HR Web System webform will be able to submit a Pay Additional Assignment webform.
Can future rate changes be entered on a Pay Additional Assignment webform? [Expand]
Future rate changes can be entered on a Pay Additional Assignment webform.
How would you know if an employee has an additional assignment? [Expand]
You could ask the employee if they have an additional assignment or you could start a new Pay Additional Assignment webform.
How will departments know when a student has work study funds available? [Expand]
You would want to check the Work Study Browse view. You would also want to check the employee's Time Sheet in UD Time under their Work Study tab to view the award amount.
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? [Expand]
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.
How would you make a change to an employee's work schedule? [Expand]
Making a change to an employee's work schedule will require completing a position change form.
How will an employee know what their leave balances are? [Expand]
Employees will be able to see their leave balances in their Time Off Balance webview or in UD Time on their Time Sheet.
Can the alternate supervisors and/or timekeepers listed on a supervisor code have different department codes? [Expand]
Yes, the alternate supervisors and/or timekeepers can have a different department code.
Can a supervisor code be inactivated? [Expand]
Yes, a supervisor code can be inactivated; however, it might be easier for the department to repurpose the supervisor code.
How would an employee reset their PIN? [Expand]
The HR Liaison in your unit or individual department can help an employee reset their PIN.
Can you add an approver to the routing of the Pay Additional Assignment webform? [Expand]
Yes, as with any other webform, an approver can be added on the Pay Additional Assignment webform.
Will timekeepers have access to approve/edit any and all forms? [Expand]
Timekeepers will have access only to approve/edit their own employees' timesheets in the UD Time system. The primary Timekeeper will be copied on Leave Request webforms.
Can the funding source in an Additional Assignment be modified? [Expand]
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 on the timesheet.
What happens when you inactivate a supervisor code? [Expand]
When you inactivate a supervisor code, you can no longer see any employee tied to that code.
If a Work Study award is given after the Pay Additional Assignment webform is completed, what does the department need to do? [Expand]
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.
Does the department need to complete another JED if Work Study ended and the student is going to continue to work in the department? [Expand]
No, the system will automatically charge the department 100% when work study funds are depleted or when the student is not eligible.
Will there be a view for Leave balances? [Expand]
Yes, there is a Time Off Balance View in webviews.
Why would a department need more than one supervisor code? [Expand]
A department may need more than one supervisor code if different supervisors in the department need to approve time.
Will the end of pay period reminder emails go to the alternate supervisors and timekeepers? [Expand]
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.
Are there any special browser requirements when using UDTime? [Expand]
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 since these browsers function without issue.