Hourly Time Reporting & Absence Management

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1 Hourly Time Reporting & Absence Management Employee Guide The University of Houston System (UHS) is excited to present our new Time Reporting & Absence Management (TRAM) process. We will be going from our old paper process to a new online electronic process to help be more efficient and effective. This training will walk employees through the process of submitting time and an absence request. U n i v e r s i t y o f H o u s t o n S y s t e m HR

2 TIME REPORTING & ABSENCE MANAGEMENT EMPLOYEE GUIDE Introducing TRAM 2 TRAM Concepts & Terms 2 Information Needed 4 Computer Log In 4 AccessUH 5 P.A.S.S. Log In 7 WEB CLOCK USERS Web Clock 8 Punch 9 Time Reporting 11 TCD USERS About the TCD 12 TCD Clocking In 13 Hourly Reporting Processes 18 ABSENCE MANAGEMENT Absence Request 19 Absence Request History 21 Monthly Schedule 21 Absence Request Form 23 Processes 31 Contact Information 31 1 P a g e

3 TIME REPORTING & ABSENCE MANAGEMENT EMPLOYEE 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 and Labor we use the following terms: Time Reporter Time Approver Payroll Approver Reported Time Payable Time Workgroup Dynamic Group Web Clock Time Collection Device (TCD) Absence Management 2 P a g e

4 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. Time Approvers 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. 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 nightly. 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, union, work location. Examples are: o Police o Federal work study students o Salary exempt 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 an employee is 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 an administrative associate, an engineer and a painter. A Web Clock is the time collection for hourly employees located in P.A.S.S. Hourly employees assigned to the web clock time collecting process are responsible for clocking in and out via the web clock in order to track their hours. Time is transmitted from the web clock punches to payroll to be processed for the paychecks. A Time Collection Device (TCD) is an electronic device used for hourly employees to clock in and out. The TCD is located in designated areas where the employee is responsible for clocking in by scanning their thumb. Data from the TCD is collected and sent over to payroll to be processed for paychecks. Absence Management is the process for managing absences. Absence Management is the process for employees to request leave via P.A.S.S. 3 P a g e

5 TIME REPORTING & ABSENCE MANAGEMENT EMPLOYEE GUIDE Reporting Time There are two ways for Employees to enter their time: Web clock TCD (Time Collecting Device). Your department and position will dictate the time reporting method you will use. This guide will go through both methods as well as how to request an absence. 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: to access AccessUH or Enter the address: to access P.A.S.S. 4 P a g e

6 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: AccessUH AccessUH allows the employee to log in once and have access to all their sites. 5 P a g e

7 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: 6 P a g e

8 P.A.S.S. Log In: Log into P.A.S.S. Log onto your PASS account directly via and enter your Employee ID and Password: Once you log in, click onto the P.A.S.S icon. 7 P a g e

9 WEB CLOCK USERS Web Clock From the P.A.S.S. screen, you are able to click directly onto the Web Clock. If you are not a web clock employee, the web clock icon will not be displayed. Multiple Employee Records If an employee has multiple employee records, the system will ask the employee to select an Empl record. It is the employee responsibility to know and to clock in under the correct employee record. 8 P a g e

10 Punch Once you click onto the Web Clock, it will bring you to the punch screen. Choose the type of punch from the drop down menu and click Enter Punch. For lunch click Meal before you leave. When you return from lunch, click In. A typical day would produce the following punches: In (when you arrive) Meal (when you leave for lunch) In (when you return from lunch) Out (when you leave for the day) Employee Name 9 P a g e

11 Confirmation You will receive a confirmation. Click ok. You will need to punch in and out every time to leave and arrive for work, this includes lunch breaks. Punch out before you leave for lunch and punch in when you return to work. Complete After selecting ok, it will bring you back to the punch screen. Exit the screen. Employee Name 10 P a g e

12 Time Reporting From the home screen, if you click onto Time Reporting, you are able to access multiple functions regarding your time. You are able to access functions such as the Web Clock we reviewed earlier as well as your time sheet, monthly schedule, absence request, and absence balances. The Absence Request process will be reviewed after the TCD process. 11 P a g e

13 Time Collection Device (TCD) About the TCD For Employees that require the TCD device to check in and out for the day and for lunch, please review the following information. Employees will be assigned to specific TCDs on campus. o Employees will only be able to clock into the TCD devices in which they are registered. o Please contact your department for the locations of the TCD devices in which you are registered. o If you are not assigned to the TCD, they will not be able to recognize you resulting in an inablilty to record your time. If this is an issue where you are not assigned to a necessary TCD device within your department, please contact your Department Business Administrator. Two prints will be taken for employees assigned to TCDs. o Two prints are taken in case one finger becomes injured. o Your fingerprints are only for the TCD system. They are only used in the University of Houston HR System for the time clock system. o Your fingerprints are not released to outside parties and will not be able to be accessed by employees. o Once the fingerprint is taken, it will be processed to where it becomes an analog turned into characters. o No actual fingerprint will be on file. 12 P a g e

14 TCD: Clocking In Employees clocking in via the TCD will need to select the type of punch (In, Out, Meal). A typical day would produce the following punches: In (when you arrive) Meal (when you leave for lunch) In (when you return from lunch) Out (when you leave for the day) After the punch is selected, it is required that the employee scans their thumb to clock in and out to arrive and leave for the day and to take lunch. The TCD device will prompt the employee to present his/her finger. 13 P a g e

15 Prompt to present finger The employee should present one of the fingers that he/she enrolled with on the finger reader. On a successful transaction attempt, the device will display a green banner, the employee s name and the Empl ID. This is how the employee will know that the punch is successful. *** Important *** The employee should confirm that his / her name & id appear on the green banner. In very rare situations, some people have finger attributes that are close enough for the device to think that its another employee and will display the other employee s name. If your name does not appear, please contact your manager or supervisor. This time is reported back to the HR System and is reflected in the employee s timesheet. 14 P a g e

16 Confirmation with name and Empl ID If your fingerprint is not registering, you may manually enter your punch. The employee will click on Exception User. This will enable the device to validate the employee by looking up the empl id instead of the fingerprint. Exception User 15 P a g e

17 Once the employee clicks Exception User, the TCD will prompt the employee to select a transaction. Click the type of punch (In, Out, Meal) Prompt for Punch Instead of prompting the employee for the fingerprint, the device will display a keyboard to the Exception User. The Exception User should key in their employee ID and then click on the OK key. OK Key Keyboard 16 P a g e

18 On a successful transaction attempt, the device will display a green banner, the employee s name and the Empl ID. This is how the employee will know that the punch is successful. This time is reported back to the HR System and is reflected in the employee s timesheet. Confirmation with name and Empl ID 17 P a g e

19 Hourly Reporting Processes Managing Time o It is the responsibility of the employee to manage the weekly hours and to communicate with their manager. o Under 40 hours Time will be deducted from vacation/sick leave in order for the employee time to reach 40 hours. o Over 40 hours Overtime has to be approved prior by the supervisor TCD: If there are TCD Issues o Contact the manager/supervisor in the department Webclock: If there is an emergency or computers/power is lost o Contact manager/supervisor. Managers will have to manually input punches. TCDs work off of battery. If you forget to punch in or out o Notify your supervisor immediately UH is currently reviewing and revising system wide policies regarding TRAM. Updates will be available of the TRAM Website. 18 P a g e

20 ABSENCE MANAGEMENT Time Reporting From the Self Service Menu, there are multiple options. Select the Time Reporting menu. Time Reporting will allow you to: Create your Absence Request View your timesheet, absence request history, absence balances and your monthly schedule. Click on Absence Request to start your request. With the new system, there will no longer be a need to complete the paper form. The online version is the only required document needed for an employee leave request. 19 P a g e

21 Once you click into Absence Request Select the date you will start your absence. Type in the date in MO/DY/YEAR format or click on the calendar icon to select the specific date. In the absence request form, you can also view your absence request history at the bottom of the page or view your monthly schedule at the top of the page. Employee Name Job Title 20 P a g e

22 Absence Request History Click onto the View Absence Request History at the bottom of the Request Absence Page or from the main menu. Click to absence request history to view your past leave requests. Select the specific dates to search. Click refresh to provide the results. You are able to edit your requests through the history. If the leave has already been approved, please contact your manager if changes need to be made. Employee Name Job Title Monthly Schedule This calendar will shows: o The hours you are scheduled to work o Holidays o Requested days off To move back and forward in time, click on previous month or next month, or enter the month which you wish to review. 21 P a g e

23 22 P a g e

24 Filter by Type Through this system, you can filter the types of absences by the drop down menu to "Filter by Type." This will only show the absence types associated with this type of leave in the Absence Name Field Select the absence in the Absence Name Employee Name Job Title 23 P a g e

25 Absence Name Or you can simply select the type of leave you wish to request by selecting from the "Absence Name" drop down menu. This menu will include all absence types. Employee Name Job Title 24 P a g e

26 When you select the type of absence, multiple fields will open up on the form. Complete the required fields that include the end date of your absence. To complete the end date, you can enter the last day of your leave in the field with the MO/DY/YEAR format or you may click on the calendar icon and select the date. Employee Name Job Title 25 P a g e

27 Multiple absence types will require an additional reason. As an example, for sick days, you will need to indicate if it is for you, a spouse, a child, or a parent. If there is additional information needed, you can add it to the comments field. After you complete the information requested, you can save for later or submit it to the next approver. Employee Name Job Title 26 P a g e

28 Partial Days If you take partial days, you will need to indicate what days will be partial days and enter the hours that you will be missing in the duration field. You can view your current balance on the right hand side. If you do not have enough hours for your request, the system will not allow you to complete the request. Employee Name Job Title 27 P a g e

29 Partial Day Hours After you indicate that you will be taking partial days for your leave request, the field, for the hours will appear. Enter the requested leave hours for the partial days in the new field. Employee Name Job Title 28 P a g e

30 Complete & Submit When you click on calculate duration, it will calculate the hours for the partial days in the duration field. When you complete the Absence Request, you can save for later or submit the form to the next approver. Employee Name Job Title 29 P a g e

31 Confirmation After you complete your Absence Request, When you submit the form, you will receive a confirmation. Click "ok." After you click OK, you will be able to view the status. Notice that the status is pending approval once you submit the request. The request will be sent to your department approvers for authorization. Employee Name & Title Employee Name 30 P a g e

32 Processes Once an absence request is approved, denied, or pushed back, the employee will be notified via . The employee can also go to Pass and look under the absence request history to review the status of a request. It is important to enter your request as soon as possible. If you have a future leave request, you have up to 120 days in the future to enter your leave request. Please remember, according to the UH SAMS policy, vacation with pay may not be granted until the employee has had six months of continuous employment. If you find that there is a mistake with an entry, talk to your supervisor or manager. The Absence Request will have to be pushed back. Once it is pushed back, you will be able to log into pass and edit the request through Absence Request History. If the time has already been approved, your manager will have to go into the system and manually adjust your time. UH is currently reviewing and revising system wide policies regarding TRAM. Updates will be available of the TRAM Website. Contact Information For updates regarding the rollout and information regarding TRAM, visit our TRAM website: If you have questions or concerns, us at 31 P a g e

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