HR - FAQ

Please review the Frequently Asked Questions below. If your question is not answered here, please contact us.

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HR Processes

What is a Position?

Answer:
A position comprises the attributes of a specific job (Classification, FLSA Status, Title/Job Code, Division, Reports To) and is referenced by a randomly generated 8 digit number usually beginning with the number 1. A position represents a component of a department or division’s organizational structure.

How do I process a Position Request/Modification?

Answer:
Through a Position Request & Modifications IAP Form. This will include, requesting a new position due to departmental reorganizations, special projects, new grants or contracts, workload increases, position combinations, etc. Request an update to a position due to reclassifications, inactivating positions, working title changes, position transfers, reorganizations, changes in full time equivalent (FTE) status, changes in Reports-To information, etc. Position Request & Modification Form.

How do I process a Criminal Background Check?

Answer:
Department will complete the CBC form via electronic venue: UTEP CBC Electronic Form HR receives CBC from; link to Kelmar (New Vendor) is sent to candidate via email. Candidate must complete questionnaire within three business days of receiving link. HR will clear candidate for hire (if applicable) and notifies department via email with Employee ID provided. A CBC must clear before a candidate starts employment.

Will the departments have access to view job data and position data?

Answer:
Yes; employees assigned the HR Reviewer role will have access to this information.

What is an Employment Record?

Answer:
An electronic record within PeopleSoft generated in accordance with relevant position and appointment information as submitted by departments. A job record represents an employee’s actual work assignment and is the source for payroll processing.

What is the Hiring Process?

Answer:
PRE-EMPLOYMENT Paperwork - Candidates must visit Human Resources with the following required documents: New Employee Information sheet with CBC DTN completed by the hiring department (Student Employees or any employees not receiving an offer letter), Signed Offer letter provided by the Hiring Department (Faculty), Staff will sign their offer letters while meeting with their Business Advisor in Human Resources, Acceptable I-9 identification documents.Forms and the Hiring Process information can be found at: http://hrtc.at.utep.edu/ Appointment Actions Request IAP: For instructions on how to complete the Appointment Actions Request IAP: http://hrtc.at.utep.edu> IAP Links and Supporting Documents > Appointment Actions Request Form Instructions. Please be cautious of upcoming payroll deadlines when submitting IAPs.
http://admin.utep.edu/Default.aspx?tabid=68280.

What is the Job Record Navigation?

Answer:
Main Menu>Workforce Administration> Job Information> Current Job.

Time Reporting

Will I submit a timesheet when PeopleSoft goes live?

Answer:
All hourly employees will be required to submit a paper timesheet. After the timesheet is approved, a designated timekeeper will enter the information into PeopleSoft. Classified and A&P employees only need to submit a timesheet when recording exceptions time (comp time, overtime, etc.).

What is a timekeeper?

Answer:
Designated employees who will have access to enter, correct, and submit timesheet and leave requests directly into PeopleSoft for their respective departments.

How will PeopleSoft track time for employees who work during university recognized holidays?

Answer:
The system will assign reported time on a holiday as comp time/overtime according to the employee’s classification.

Does PeopleSoft require that a justification be entered when reporting comp time/overtime?

Answer:
No; a justification will need to be captured when submitting a paper request for comp time/overtime.

What are the payroll deadlines for classified and hourly employees after PeopleSoft is implemented?

Answer:
The same payroll deadlines will apply. Please check the Financial Services website to see the administrative calendar.

Can employees be docked in pay through the timesheet?

Answer:
Yes; if the dock in pay is less than 40 hours, enter the hours to be docked in the timesheet, and select the “Unpaid” Time Reporting Code option. If the dock in pay is more than 40 hours, contact Human Resources to process the request.

Will PeopleSoft send an error notification to the timekeeper if an hourly employee works more time than authorized, and it is entered into PeopleSoft?

Answer:
No; it is the timekeeper’s responsibility to ensure that hourly employees work within their required hours.

How will the system split comp time if multiple accounts (cost centers) are used to pay the employee?

Answer:
Comp time will be split base on the payroll distribution assigned to the employee’s position.

What is the default work schedule set in PeopleSoft?

Answer:
Monday-Friday 8:00 a.m.-5:00 p.m.

Will the timesheet automatically adjust for employees that don’t work the defaulted work schedule set in PeopleSoft?

Answer:
No; the timekeeper will have to be make adjustments for those employees who do not work a defaulted 40 hr M-5 work schedule, who are also eligible for benefits. If they are not eligible for benefits, the work schedule does not need to be adjusted.

Will everyone be required to submit a paper leave request?

Answer:
Yes; for an interim period of time, all leave requests must be approved on paper.

How will I submit leave requests when PeopleSoft goes live?

Answer:
Leave will be submitted through a paper process. Once approvals have been collected on the leave request form, the timekeeper is responsible for entering the leave time (absence event) in PeopleSoft.

Can a leave request be submitted once it has been submitted in PeopleSoft?

Answer:
Yes; the timekeeper has up to 90 days to make adjustments.

How often are leave balances updated?

Answer:
Leave balances will be updated twice a month according to a predefined processing schedule.

What happens if employees take more time than what they have available?

Answer:
If more leave is entered than what the employee has available in their leave bucket, PeopleSoft will automatically pull hours from another available leave bucket according to a pre-established order. Employees can potentially go into an unpaid status if they have exhausted all of their leave. This is otherwise known as Cascading. 

Will employees receive carry over expiration notifications for leave time?

Answer:
No; employees will no longer receive a notification if their leave is about to expire. Timekeepers will have access to view employee leave balances.

Can timesheets be submitted ahead of the payroll deadline?

Answer:
Yes; time can even be submitted daily.

Which employees require a modified work schedule?

Answer:
Leave eligible employees who work less than 40 hours a week, or employees who work a non-traditional schedule.

Who confirms that work schedules are correct?

Answer:
Timekeepers will validate work schedules. If you find an incorrect work schedule, please contact the Help Desk.

What do I do if I have an employee who is on a non-traditional work schedule?

Answer:
If they are not a student and are eligible for leave, Contact the Help Desk to make adjustments.

What happens if a student turns in their timesheet late?

Answer:
The student will have to wait till the next pay period to get paid. No more emergency checks.

Can the department switch fund sources to pay comp time out of a different account?

Answer:
Yes; contact the Help Desk to process this request.

Do I submit a timesheet for graduate students who work part-time?

Answer:
Only if the student is hourly, or is on a grant that requires that they have a timesheet submitted.

Will the system catch worked hours above the 19 hour limit?

Answer:
No; Timekeepers will be responsible for tracking hours that their students work.

Will the PI be able to view the time submitted?

Answer:
No; the paper document will be the only way PIs can view timesheets.

Will there be Emergency Checks once PeopleSoft is implemented?

Answer:
No.

Does a timesheet need to be submitted for Salaried emplpoyees?

Answer:
No, only hourly emplopyees and/or students need ro have a timesheet submitted.

What is the best way to view a timesheet?

Answer:
Select "Calendar Period." This displays one pay period (2 weeks) at a time.

How many Timekeepers can a Department have?

Answer:
Usually two. If more are needed, please submit a helpdesk ticket.

Will employees receive carry over expiration notifications for leave time?

Answer:
No; employees will no longer receive a notification if their leave is about to expire. Timekeepers will have access to view employee leave balances.

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