Time Reporting & Absence Management

Table of Contents

Introducing TRAM 2

TRAM Terms & Concepts 2

Employees 4

Accessing TRAM 5

Information Needed 5

Computer Log In 5

AccessUH 5

PeopleSoft Log In 7

Time Management 9

Maintaining Approvers 10

Managing Schedules 20

Assigning Schedules 20

Viewing Schedules 25

Approve Time & Exceptions 25

Reported/Payable Time 26

Exceptions 29

Absence Requests 31

Report Time 33

Timesheet 33

Overtime/Comp Time 38

Override Rules 39

Absence Request 40

Time & Labor Reports 47

View Time 48

TIME REPORTING & ABSENCE MANAGEMENT

TIME APPROVER & PAYROLL APPROVER GUIDE

Introducing TRAM

The University of Houston System (UHS) is excited to introduce the new TRAM (Time Reporting and Absence Management) system. TRAM is an automated and updated application for capturing and processing time and leave. This new system will take our paper process to an electronic system for the time reporting process to be more efficient and effective.

Benefits of TRAM include:

·  Decreases paper flow

·  Elimination of paper timesheets

·  Ability for timekeepers to directly enter information from timecards and leave forms into Time and Labor (rather than sending them to the Payroll department for input)

·  Decreased chances of time-reporting errors

·  Online Leave Validation

·  Limited availability of Time Reporting Codes based on employee eligibility

·  Employees paid for every minute they work

TRAM Terms and Concepts

In PeopleSoft Time Management we use the following terms:

·  Time Reporter

·  Time Approver

·  Payroll Approver

·  Reported Time

·  Payable Time

·  Workgroup

·  Dynamic Group

·  A Time Reporter (an hourly employee) enters his or her time into PeopleSoft on a daily basis.

·  A Time Approver (TA) signs off on the time for an employee or group of employees. They are responsible for reviewing and cleaning up exceptions as well as enrolling employees in the system. A Time Approver reviews, corrects and approves reported time in PeopleSoft on a weekly basis.

·  A Payroll Approver (PA) reviews, corrects and approves payable time. They are responsible for reviewing time and absence requests before they are submitted to Payroll. Payroll Approvers are responsible for making sure that employees are in the system under the correct Workgroups. The Payroll Approver is responsible for ensuring all Time Approvers have:

o  Reviewed and approved absence requests for all monthly employees each monthly pay period

o  Reviewed and approved absence requests for all bi-weekly employees weekly

o  Reviewed, adjusted, and approved reported time for all bi-weekly employees each pay period

The Payroll Approver has access to approve absence requests and reported time on behalf of the Time Approver.

·  Reported Time is the time entered by time reporters and managers. No rules have been applied and no processing done on the time data as yet.

·  Payable Time is the term used once the time administration process has been run against the reported time. This process is run based on a schedule. Time administration calculates rules such as overtime and generates exceptions if errors are found.

·  A Workgroup is a set of time reporters who share compensation requirements such as pay frequency, work location. Examples are:

o  Hourly employees

o  Salary employees

When an employee’s HR data changes for reasons such as promotions, demotions, or transfers, their characteristics for Workgroup membership may change, requiring an update in the Time and Labor Workgroup enrollment. When employees are terminated, their Workgroup enrollment in Time and Labor must be inactivated.

·  A Dynamic Group of time reporters is set up for reporting or processing purposes for example, a group of employees in the same department or who have the same supervisor. The members of a dynamic group may belong to different workgroups. As an example, a dynamic group for a facilities department might include clerical staff or a painter.

·  A Punch is the term used to describe the action when a time reporter enters their time via the time device. Punches include, punching in, out, and meal. A typical day for a time reporter would include the following punches:

o  In (arrive to work)

o  Meal (leave for lunch)

o  In (arrive back to work)

o  Out (leave for the day)

·  A Proxy is an alternate. TAs and PAs have the option of setting up a proxy or alternate approver. The proxy will have the same access as the original user.

·  Push Back is an action that a TA or PA can perform on the absence request. When an absence request is pushed back, it is sent to the employee to edit and resubmit.

·  A Taskgroup is a Department or group. For example: Student Services, Human Resources, School of Business, Auxiliary Services.

EMPLOYEES

·  Exempt (Salary) Employees:

o  Responsible for creating absence request in TRAM. After the employee submits the request, the TA or PA is able to view it under the Approve Time and Exceptions-Absence Request field

o  The absence request cannot be modified once it is submitted. An absence request is only able to be modified if the TA or PA pushes it back

o  The Absence Request is approved once the TA approves it, it will not require approval for the PA

·  Non-Exempt Benefit Eligible Employees:

o  Responsible for submitting Absence Request

o  Responsible for punching in via

§  Web Clock

§  TCD (Time Collection Device)

o  Exceptions will be created if there is a missed punch or if the arrival (first punch) is late

o  Any issues with the TCD should be directed to the PA (information on troubleshooting the TCD will be available on the TRAM website)

o  For employees who do not reach 40 hours, time will be deducted from their comp time 1.5, comp time 1.0, then from their vacation time. According to policy, employees are not able to take unpaid leave until all of their comp time and vacation time is exhausted.

·  Non-Benefit Non-Eligible employees (including student workers)

o  Responsible for punching in via

§  Web Clock

§  TCD (Time Collection Device)

o  No exceptions will be created

·  Bi-Weekly employees with multiple records

o  Responsible for punching in via

§  Web Clock

§  TCD (Time Collection Device)

o  When clocking in, a menu will appear with the Empl Record and Title based on job data

o  The employee will be responsible for selecting the correct Empl Record

UHS is implementing a complete online system for Time Reporting and Absence Management (TRAM). This guide will walk you through the steps for Payroll and Time Approvers.

To Begin:

Information Needed:

You will need the following information to log in:

Computer:
CougarNet ID & CougarNet Password
Computer ID & Password
AccessUH:
CougarNet ID & CougarNet Password
P.A.S.S.
Employee ID
PeopleSoft Password

Computer Log In

·  Log into your computer or department assigned computer. Talk to your supervisor regarding available computers. You may request leave from any computer, including your home computer.

·  To unlock the computer, use the function Control/ Alt/ Delete and then enter your CougarNet ID and CougarNet Password. If the computer is locked and this is not your computer, contact the department administrator for the computer ID and password.

·  Click on an internet browser such as Internet Explorer or Moxzilla.

·  Enter the address: https://uh.edu to access AccessUH or
Enter the address: https://my.uh.edu to access P.A.S.S.

To Begin:

Log into P.A.S.S. You can do this directly or by utilizing AccessUH.

AccessUH can be found on the upper right hand corner of the HR website: www.uh.edu.

AccessUH

AccessUH allows the employee to log in once and have access to all their sites.

Logging Into AccessUH

To log in, enter your CougarNet ID and CougarNet Password.

AccessUH

Depending on your access and position at UH, you may see various icons to all of the systems in which you have access. For TRAM purposes, click onto the P.A.S.S. account:

P.A.S.S. Log In:

Log onto your PASS account directly via https://my.uh.edu and enter your Employee ID and Password:

Log into P.A.S.S. HR and Campus Solutions.

Select HR & Campus Solutions

TIME MANAGEMENT

All of the Time Management menus are located under Manager Self Service. Click onto the Time Management Folder to open up the menu of options.

Within the Time Management Folder, you will see multiple subfolders that we will go over in detail. These folders include

·  Maintain Approvers (Payroll or Time Approvers)

·  Manage Schedules

·  Approve Time and Exceptions

·  Report Time

·  Time and Labor Reports

·  View Time

Main Menu > Manager Self Service > Time Management

MAINTAIN APPROVERS

Maintain Approvers.

PAs will be able to view:

·  Maintain Payroll Approvers

·  Maintain Time Approvers

TAs will only be able to view:

·  Time Approvers.

Both work with the same methods.

MAINTAIN PAYROLL APPROVERS

Main Menu > Manager Self Service > Time Management >Maintain Payroll Approvers

Maintain Payroll Approvers

This will bring a list of all the Time Approvers for your group.

·  View your Time Approvers

·  Add Alternate Approvers/Proxies

·  Add Time Approvers

·  Reassign Time Approvers

·  Delete Time Approvers

Add Proxy

·  Manager Self Service>Time Management>Maintain Payroll Approvers

·  Assign Alternate Payroll Approver

o  Check the box “Use Alternate Approver”

o  Enter Empl ID and Empl Record number of Alternate

o  Click Save

·  Alternate users will have the same access as the primary approver

·  The proxy will have to log in under the same group ID

Delete

·  Reassign all Time Reporters to a new TA

·  Select the Time Approver by clicking the box in the corresponding row

·  Click Delete Selected Time Approvers

·  The entry will be deleted

·  No confirmation will appear

Assign Time Approvers to Payroll Approver

·  Manager Self Service>Time Management>Maintain Payroll Approvers

·  Add time Approvers

o  Click “Add Time Approvers”

o  Enter in the Empl id or criteria for the new Time Approver(s)

o  Check “Add” box to Select Time Approver(s)

o  Click “Add Selected as Time Approvers(s)”

o  Click “Return to Payroll Approver(s)”

o  Click “Save”

Reassign Time Approvers

·  Reassign Selected Time Approvers

o  Click “Reassign Selected Time Approvers”

o  Enter criteria and search for Time Approver(s)

o  Check “Add” box to Select Time Approver(s)

o  Click “Select this Approver for Reassignment”

o  Click “Return to Payroll Approvers”

o  Click “Save”

MAINTAIN TIME APPROVERS

Main Menu > Manager Self Service > Time Management >Maintain Time Approvers

Click onto the “Maintain Time Approvers” file. When it opens, it will bring up a menu where you can filter your data by completing the fields or leave them blank and click search.

Maintain Approvers

·  This will bring a list of your employees (or Time Reporters)

·  You can add or delete employees through the Maintain Approvers folder

·  It is important to keep the list of employees current; otherwise, you will not be able to view the employee data if they are not added or another department will not be able to add the employee if they are not transferred from your list

·  The data can be viewed with different criteria

·  Default is Time Approver info but you can also click on job location and contact information or view all columns

·  You are also able to download the data and view all by selecting the command on the tool bar

·  TAs will have access to employees directly under them; however, PAs will have access to the TAs and Employees (Time Reporters)

Adding Employees

You can add employees by clicking on “Add Time Reporters”. Enter the Empl ID and search for the new employee.

·  Add Time Reporters

o  Click “Add Time Reporters”

o  Enter criteria and search for Time Reporter(s)

o  Check “Add” box to Select Time Reporter(s)

o  Click “Add Selected as Time Reports” to add Time Reporters

o  Click “Return to Time Approvers”

o  Click “Save”

Reassign Selected Time Reporters

·  Reassign Selected Time Reporters

o  Click “Reassign Selected Time Reporters”

o  Enter criteria and search for Time Reporter(s)

o  Check “Add” box to Select Time Reporter(s)

o  Click “Select this Approver for Reassignment”

o  Click “Return to Time Approvers”

o  Click “Save”

·  (Note: Do not delete or transfer Time Reporters until all reported time and leave requests have been processed and approved)

Adding Proxies

·  Manager Self Service>Time Management>Maintain Time Approvers

·  Assign Alternate Time Approvers

o  Check “Use Alternate Time Approver”

o  Enter Empl ID of Alternate

o  Click Save

·  Alternate users will have the same access as the primary approver. The alternate or proxy will log in using the Group ID of the primary user.

MANAGE SCHEDULES

ASSIGN WORK SCHEDULES

Manager Self Service> Time Management>Manage Schedules>Assign Work Schedule

Under the Assign Work Schedules, PAs and TAs are able to assign work schedules.

·  Please note: employees’ schedules will automatically default into the system

·  New employees’ schedule will be uploaded based on their position and department

·  The TA or PA will only have to utilize the Assign Work schedule option if the schedule changes

·  All employees will have schedules for the following reasons

o  This field is required

o  Absence Management

o  Time Reporting for Benefit Eligible Bi-weekly employees

·  Exceptions (only for benefit eligible bi-weekly employees) are created based on schedules

·  NBNE schedules will not generate an exception.

To assign a new work schedule, start by selecting the employee by entering the Empl ID or employee name.

Once the employee is selected…

·  Click the plus sign to add a new record.

·  To view past schedules, click on “view history of scheduled assignments”

o  E=Elapsed time (salaried employees schedule)

o  P=Punch time (hourly employees schedule)

·  New employees will have their schedule automatically added depending on their department