UCPath Time & Attendance Questions
- Will I still use my current Time & Attendance system (TRS)?
- What if we don't submit time by the UCPath Center payroll deadline?
- If a monthly timesheet is not submitted or approved, does MO employee will get paid?
- If a B/W time sheet is not submitted or not approved by the supervisor, will the BW employee still get paid?
- Will paper timesheets ever be necessary now, since employees will be in the system before starting?
- My supervisor isn’t available to approve timesheet – what should I do?
- My employee hasn’t submitted their timesheet, what should I do?
- Will any employee lose vacation hours they have already accrued?
- What is a pro-rated vacation maximum?
- Who does the pro-rated vacation maximum apply to?
- What should part-time employees and their supervisors do about the new pro-rated maximums?
- What about full-time employees?
- How do you determine a vacation maximum, pro-rated or otherwise?
Yes, employees will continue to use their designated T&A system (TRS) and follow procedures established by their organization.
If time is not submitted in accordance with the payroll submission deadlines, there will likely be a delay in receiving pay. Generally, in this case, pay will be distributed on the next pay cycle.
If a B/W timesheet is not submitted or not approved by the supervisor, will the BW employee still get paid?
If an employee submits a timesheet in TRS and it is not approved by the supervisor in time for payroll compute, the employee will be paid and the Supervisor will be required to retroactively approve the submitted timesheet.
There will be extremely rare occasions when a paper timesheet may be required.
Ask your TRS backup approver to approve your timesheet. If you don’t know who your backup approver is, contact firstname.lastname@example.org
Remind your employee to submit asap. If the employee is not able to submit the timesheet but you know that they worked during the pay period, then you as supervisor may create, edit, submit, and approve a timesheet for that pay period on behalf the employee. (See BOC Website for TRS guides)** This process would need to be completed by the regular Supervisor timesheet approval deadline. Also, this action should only be done rarely as it is the employee’s responsibility to complete and submit their own timesheet. Nevertheless, if you know that the employee has worked for that pay period but cannot submit their timesheet, it is your responsibility to do so on their behalf so that they are paid.
Here’s an example… If a full-time Clerical (CX) worker can accrue up to 240 hours of vacation, a 50% part-time CX employee can only accrue up to 120 hours of vacation. The lower vacation limits applied to part-time workers is the prorated vacation maximum.
The pro-rated vacation maximum only applies to part-time employees in the following groups:
• Non-represented staff, supervisors and managers (99s)
• Skilled Craft employees (K-3)
• Clerical (CX)
• Research (RX)
• Technical (TX)
• Firefighters (F3)
• Student Health Physicians and Dentists (DX)
Part-time employees covered by the other labor contracts (e.g., Service - SX, Nursing – NX), including the academic bargaining units, are not subject to the pro-rated vacation maximum. Those part-time employees may accrue vacation equivalent to a full-time employee.
• Part-time employees APPROACHING the pro-rated vacation maximum
Should schedule with their supervisor use of vacation between now and September 30, 2019, to avoid reaching the pro-rated vacation maximum that takes effect on October 1, 2019.
• Part-time employees OVER the pro-rated maximum
Should schedule with their supervisor the use of vacation between now and December 31, 2019 to reduce their balances. After that date, any part-time employees over their pro-rated vacation
maximum will cease accruing vacation until such time as they drop below the maximum.
PPS has always capped vacation maximums for full-time employees, in alignment with our policy and applicable labor contracts. UCPath will do the same.
Employees who have been granted an exception to exceed the full-time vacation maximum, due to exceptional operational factors that precluded employees from taking requested vacation, are expected to have a plan in place with their supervisor - to use vacation within four months to ensure their vacation balance drops below the maximum.
An employee is allowed to accrue up to twice their annual vacation earnings.