... Time Management FAQ

Q: How do I know my Username and Password required to access the Time Management System?
A:  The Help Desk at 713-500-4848 can assist with locating this information.

Q:  Will I be able to access the system from home?
A:  You will be able to access the Time Management System from home if you log in to the Network through a VPN connection.

Q: What are the cut-off times for entering exception hours so they can be processed in Payroll?
A: A posted Processing Schedule lists cut-off dates for the TMS system as well as cut-off dates for departments to submit personnel actions.

Q:  When I enter overtime on my timesheet, although I enter it and my supervisor approves it by the posted deadline, I notice that payment is not on my next check. Why not?
A:  There is a one-semi-monthly pay period lag on the payment of exception hours put into the Time Management System. Exception hours include casual hours, overtime, shift hours and leave-without-pay hours. For example, hours entered for the reporting period 1st through the 15th will not appear on the paycheck that pays on the 16th, but rather will appear on the following paycheck that pays out on the 1st of the next month, hence a one semi-monthly period lag. The lag is required due to the fact the payroll that pays out on the 16th of the month is processed around the 10th to be ready for payout on the 16th. Since processing is done before the period has ended, exception hours for that period must wait until a subsequent period to be paid.

Q: When you run out of vacation and/or sick leave, the TMS gives you a warning, however, it allows you to enter the time anyway. Does the Timekeeper or Supervisor get notified when this happens?
A:  Yes, when there is an insufficient balance available the record is flagged and the supervisor will be notified.

Q: What happens if an employee, supervisor, or timekeeper misses the extract date for TMS?
A:  Deadlines are strictly enforced and missed deadlines will cause delay in pay (or overpayment) beyond the normal one semi-monthly period lag if the employee's timesheet for the missed period includes exception hours (casual, overtime, shift or LOA).

Q: Can a Timekeeper override a beginning leave balance? Isn't this an audit issue if changes can be made without an audit trail?
A: Yes, the Timekeeper can make changes to timesheets and balances. However, when they do, their ID is captured along with the date/time the change is made and is stored in the database for audit purposes.

Q: How are donations to the Sick Pool handled?
A:  When notified to do so, the Timekeeper can make an entry to deduct the donated hours from an employee's sick leave balance.

Q:  How do employees receive credit for transfer balances from another state institution?
A:  The information will be manually updated by the Timekeeper when it is verified through Human Resources from the other institution.

Q: For what time period is time entered in the TMS?
A: Time is captured on a semi-monthly reporting period that coincides with the semi-monthly pay cycles in the PeopleSoft pay system.

Q: If an employee is going out on Leave Without Pay, should a personnel action be done to stop payment(s)?
A: If known in advance of the payroll processing deadline an employee will be on leave without pay, a personnel action should be done to prevent overpayment. However, if the LOA situation arises during a pay period and is not known in advance, the LOA earnings code should be used in the TMS system and will be included in the exception file for the next pay period. Timing issues related to LOA and the lag in the TMS extract often lead to salary overpayments that require docking pay once an employee returns to work.

Q: How does a person who makes a hiring recommendation get credit for the 4 hours vacation once the recommended hiree passes his probationary period?
A:  This is a manual entry made by the departmental Timekeeper after being notified by Human Resources.

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Last updated February 7, 2007