General Questions

Permanent EPA Employees:  Leave Notification

Permanent SPA Employees:  Manual Time Entry

Temporary Employees:  Automated Time Capture

Offsite Time Entry

Leave Reporting

Training

GENERAL QUESTIONS

Why is General Administration moving to a Time Information Management (TIM) system?   The new TIM system will make the leave reporting process more efficient and accurate for employees, managers and supervisors.  It should also significantly reduce the cost of preparing, editing and verifying paper timesheets.  How will TIM be accessed?   TIM will be accessed via a link which the employee will bookmark. What will the manager/supervisor’s role be with the TIM? The manager/supervisor will continue to have the same responsibility he/she has now with regard to timesheets and leave approval but in an electronic format. What happens if a supervisor/manager is not available to approve your time record? The supervisor/manager can assign a delegate to temporarily take over approval responsibilities. Is TIM compatible with FireFox?   TIM is compatible with FireFox if accessed via a specific version of Java.  The supported standard will be Windows. Does TIM work on Macs?   Not at this time. The supported standard will be Windows. Can you approve/submit your time/leave ahead of time because of an illness, vacation, leave etc.?   As long as the leave has been approved by your manager/supervisor, it may be entered into TIM up to ninety (90) days ahead. Employees should not enter work time in advance. Can the ONYEN password be manipulated to expire less frequently?   No. For security reasons, the ONYEN has been configured to require a change every ninety (90) days. What would happen to the Time Card if the Manager/Supervisor is out?  Who would approve it?   Since TIM is a web-based system, it may be accessed from almost anywhere internet access is available provided there is compatible software.  But there is a pending component to the TIM system which would give the Manager/Supervisor the ability to designate another Manager/Supervisor as a delegate for a specified length of time. The delegated individual would have authority to approve timecards for the absent Manager/Supervisor’s employees. Can ‘specific’ comments for overtime hours/projects be added for TV?   No. The comments pre-programmed into the pull down menu are the only comments available. Is the vacation/bonus balance going to transfer?   Yes. Can a Manager/Supervisor approve and enter time for an employee in the employee’s absence?   Yes, but it is important to have adequate documentation such as e-mail notification or fax to back up the manager's entry. Will a Manager/Supervisor be prompted to approve holiday worked by an employee?   No. The Manager/Supervisor must review the timecard to determine if the additional approval to grant holiday premium is necessary. How do shift supervisors record their time since they do not take lunch?   They would only record their start and end times for the work day. Can I print my electronic time sheet (or any other report) at any time?   Yes, through the Reports menu. How would an employee handle his/her time sheet if there is an emergency situation at his/her remote location?   The employee can record his/her work hours or leave usage via a paper timesheet or leave report and call his/her Manager/Supervisor or SuperUser. One of these individuals will be able to enter the data in the TIM timecard on behalf of the employee. Can a supervisor get paid shift differential if he/she works to cover an employee who is shift eligible?    The supervisor may receive shift differential if covering for an eligible employee as long as the supervisor’s regular salary does not exceed the pay scale for shift differential. How is TIM going to adjust to time change (spring forward/fall back) and how should an employee who works a night shift during this change account for the hour difference?     The employee should physically work his/her regular shift hours regardless of the time change. In the Fall, 2 am is moved to 3 am so if the employee has an 8 hour shift regularly starting at 11 pm and ending at 6 am on that day he/she will need to work until 7 am. In the Spring, 2 am is moved to 1 am so the same employee will start at 11 pm and end at 5 am. Is the system going to allow me to enter regular in/out time if I choose a Paycode?   If a Paycode is chosen, the amount of leave time must be entered, rather than start/end times. You can record start and end times and time off for partial days for the same date using a separate row for each. How would the Manager/Supervisor know that an employee has submitted his/her time sheet?   The Manager/Supervisor should check his/her employees’ timecards regularly throughout the pay period. The Manager/Supervisor may also run a report via the Reports menu. How would a Manager/Supervisor approve a holiday worked by his/her employees?   If the holiday was required or pre-approved, the Manager/Supervisor must approve the holiday via Overtime Approval under the Approval button. If the Manager/Supervisor approves a holiday worked on a time card, is he/she approving the entire time card?   No. The entire timecard must be approved separately by clicking the Approval button. Can SuperUsers sign off on time cards?   Once a Manager/Supervisor approves an employee's time card, the TIM Administrator will Sign Off on the timecard to indicate that it is ready for payroll processing. What would happen if an employee is under/over paid?   If an employee is under/over paid, the difference will be adjusted in the employee’s subsequent paycheck. What happens if I or my supervisor forget to/don't approve my timecard?   As long as the timecard has at least one approval (employee or supervisor), the timecard will route to the Payroll Administrator and the employee will be paid. If a Manager/Supervisor does not approve a time card before it is sent to payroll, does he/she have to approve it later?   Yes, the manager would be required to submit a paper form indicating he/she approved the hours. Do Managers/Supervisors have to go in each day and approve work/leave time by his/her employees?   No. Only the entire pay period (two weeks for SPA Non-exempts or SPA Exempts or one month for EPAs) must be approved electronically via TIM. However, it is recommended that timecards be reviewed regularly prior to the end of the pay period. Will changes on time cards made by Managers/Supervisors bounce back to employees to let them know about such changes?   No. Employees may determine what changes or edits were made by reviewing the Audit Timecard Tab. Will email notices be generated to Managers/Supervisors and employees to let them know about the status of the time card (i.e., time for approval, not approved, changed, etc.)?   No. E-mail notices will be generated to Managers/Supervisors only as a reminder to advise them that it is time to approve timecards.

PERMANENT EPA EMPLOYEES: LEAVE NOTIFICATION

What is the minimum amount of hours EPA employees should report leave time per day?   EPA employees should report leave time only if more than three (3) hours are taken in a day. What happens if an exempt employee has not taken any leave during the pay period?   The exempt employee must forward his/her leave report to their Supervisor for approval.

PERMANENT SPA EMPLOYEES: MANUAL TIME ENTRY

Does a permanent SPA employee who completes a bi-weekly timesheet have to log in each day?   Yes.  The recommended practice is to log in daily. Is there a rounding policy?   Yes.  University policy is that time is rounded to the nearest 10th of an hour—a total of 6 minutes.  Worked time of 8 hours and 3 minutes will round to 8 hours, worked time of 8 hours and 7 minutes will round to 8.1 hours. Will I be able to see number of hours worked on my paycheck?   Your paycheck stub will not change due to TIM. Can I get a printout of my time record for the week?   Yes.  A Time Detail Report can be printed every week. Can a supervisor/manager make changes to the time card without anyone knowing about it?   No.  The system keeps an audit trail showing what change was made, who made the change, and when. What happens if I skip lunch and leave early?   If you have your supervisor/manager’s approval to skip lunch, as long as your hours worked equals your hours scheduled, simply record your hours worked.

TEMPORARY EMPLOYEES: AUTOMATED TIME CAPTURE

What will the time recording process be for temporary employees, including Tarheel Temps?   Upon arriving and departing during the work day, a temporary employee will use the Automated Time Capture method via the computer to automatically record his/her start and end times for each workday.

OFFSITE TIME ENTRY

If I work off-site, how will I be able to record my time?   You may be able to do so via remote computer provided the system has compatible software or via the telephone provided you are designated as a 'Teletime' employee.    Can I use any phone to record my time?   Yes, but your supervisor/manager will need to authorize your use of Off-Site Time collection. Can different timekeeping methods be used, i.e., Telephone and Remote Computer?   Yes.

LEAVE REPORTING

How is leave time requested and recorded?   Leave time should be requested in the same manner in which it has always been requested.  Once approved, an employee may code leave in the time card up to 90 days in advance.   Can a supervisor/manager view the leave schedule for all of their employees?   Yes. Can I view my leave balances?   Yes.  You can also print an Accrual Report showing your balances. Will the Human Resources Division continue to provide annual leave statements?   No.  The system will maintain the leave balances and employees may access and print their balances at any time. Will TIM handle adverse weather pay codes?   Yes. Will TIM handle shared leave?   Yes. Will TIM be pre-programmed for UNC General Administration approved holidays?   Yes. Will TIM be pre-programmed for UNC-TV approved holidays?   Yes. Will the system handle call backs?   Yes, provided your position is eligible for call back, your Supervisor/Manager will schedule you and activate Call-Back at the time you are notified to return to work. Will the system alert my supervisor/manager if Equal Time Off has not been used before the end of the 12-month period?   Yes.

TRAINING

Will there be training?   Yes, before the system rollout all employees and supervisors/managers will be given an opportunity to attend training. Who will train new employees?   Depending upon the location and department, either Manager/Supervisors or Human Resource Facilitators (HRFs) will train new employees.