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Time managing Support systeM (TMSS)
 

HR Self Serve Time Reporting Tool (TRT)
Frequently Asked Questions

  1. What is the Time Reporting Tool?

    The Time Reporting Tool (TRT) is functionality, within HR Self Serve, that enables all non-academic employees to request and record time and absence information and view all related balances.


  2. Is the TRT directly linked to our login when we first come in, in the morning? If not, what's the purpose of Time Reporting Tool?

    No, it is not.  The Time Reporting Tool is to replace any current system or paper process for submitting requests for vacation, personal time, sick time or to be paid overtime, etc.  


  3. Some of us were under the impression that this system was a punch clock.

    That’s definitely a wrong impression, so please pass that message back to whoever has that wrong impression.  It’s a web-based application expecting you to access it as you need it, as you would do today.  Today you’re probably completing paper documents or sending emails.  This is just to provide you an easier mechanism to execute those requests.


  4. Does this system eliminate the paper timesheet form we use today?

    It will not eliminate a paper timesheet for those who by the nature of their work don’t have access to a computer.  So some employees, for example CUPE 1356 who will use the timekeeper model, will still submit paper timesheets as per current practice, and the timekeeper will enter that into this system on the employee’s behalf. 


  5. Will this replace the need for a B2 pay sheet?

    Yes.  Shift premium and all of those items have been addressed within this tool.  There are certain items that the tool can’t calculate so you may need to do some calculations.  But you’d be inputting directly into this tool and once approved by the manager, processes will run and feed directly to payroll.  Currently, some of you are submitting paper timesheets, and we key them.  This represents a redundancy and a risk of data entry error. 


  6. When can we realistically expect that the TRT will be implemented for all employees?

    This will be done as a phased approach:

    Phase 1: Summer 2012 – includes all non-academic employees and employees on Work Accommodation in affiliations such as YUSA, CPM, CUPE 1356, CUPE1356-1 and IUOE.

    Phase 2: Fall/Winter 2012 – includes Casual work force.


  7. Are work-study students included?

    Work study students have access to HR Self Serve and will be able to view their personal information and that related to pay. As far as the Time Reporting Tool, they will be included as part of the second phase currently scheduled for Fall/Winter 2012.

  8. Can managers access your personal information, such as your beneficiaries?

    No, the manager only has access to information with regards to reporting and approving time, and reporting structure.  Your personal, demographic information, what we call your employee specific information, is only available to you.  So it’s up to you to keep your password confidential and protect that as you would any other password.


  9. What other managers have access to your record? Is it just your direct manager or other managers at York?  Will this affect future hiring decisions by other managers?

    Access is granted according to organizational structure.  Your direct manager will receive and have access to Time & Attendance information and take action.  However, if needed, his/her manager and up the reporting chain can access this information.  Managers in other departments, however, cannot access this information.  If you transfer to another department, then it’s the new manager and up that reporting chain.


  10. What about YUSA members who do not have computers as part of their regular job?

    We are in talks with management to provide access, like a kiosk, so that members can access HR Self Serve.


  11. Is there a log of the amount of times an employee logs in and out of the system?

    All of our systems have audit tables.  We are able to see who has accessed the system, what changes have been made, and by whom.


  12. Can managers manipulate the data?

    All activity in the system - who goes in, who does what, and who submits what – is all written to audit tables and is monitored behind the scenes.  What managers and employees can do within the system is protected by the security roles that are assigned.  Managers can only execute managerial responsibilities, and employees can only do what they’re responsible for.

  13. How does a manager delegate when going on vacation?

    Managers will use the system to delegate to another employee (CPM) within the same unit. This delegation can be done in advance.  Managers have to check the status of the delegation request to make sure it is accepted before they leave.


  14. To whom can a manager delegate?

    Managers can delegate to other managers within the same unit.


  15. What if an employee needs less than 1 full day off?

    There is the ability to submit partial days.


  16. With partial days, how far down does the system breakdown in terms of hours?

    15 minutes.


  17. Will the system approve a vacation request for August, if by August the employee will have the credits, even if he/she does not currently have enough credits?

    Yes, this is what the “forecast” functionality does.  If the employee will have the credits by that time, it will say they are Eligible and they will be able to submit the request. 


  18. Will the system deny the request if by August the employee will not have the credits??  What about sick days?

    Yes, the forecast result will say Not Eligible and the employee will not be able to submit the request.   The exception is for accrued sick days: If an employee does not have a sick balance, the system will allow up to 1.5 days (to cover what they would accrue at the end of that month).  Any time needed above that will have to be entered into the system as time off without pay. 


  19. Is this system real-time? In other words, if an employee requests vacation, and a manager gets the request and approves it by looking at the balance, and then two days later the employee submits another request for vacation, will it show a revised balance based on the approval given two days earlier?

    The balances, however, are updated only once, at the end of the calendar month.  To get the current balance at any point in the month, employees and managers can also use the Forecast Balance button on the View Absence Balances page.

    This functionality asks you to specify a particular date, and then forecasts the balance as of that date, by incorporating absence requests that have been submitted and those that have been approved.

    Note: Requests that have been denied, pushed back, or saved but not submitted will not be included in these forecasting results.


  20. Is anyone prompted to give a rationale for why they are off sick, for example sick for themselves or dependents? Is there a reason required?

    In today’s world, employees do indicate whether the sick time is intended for medical appointments, etc. and so the system reflects these choices.


  21. Do you log sick time the next day or when you come back to work?

    You can do it from home, when you return to work, or the manager can do it on your behalf.  Departments will determine what process works best for them, but we are recommending that managers enter the time once the call is made, and if there are adjustments later, the employee can go and do that.


  22. What happens if you wake up in the morning and you can’t report to your regular duties? In our office, we have a reporting line that we are expected to call into.

    That wouldn’t change.  Again, this tool is intended to record the time or the absence only, so whatever protocols you have in place to alert your manager or operation that you won’t be in, you’d follow that same process. 


  23. What happens if you request a day later in the month, and the deadline for the information for the pay period to go over to HR is earlier?

    You can make the request later in the month, and if approved, it will cycle through to the next pay period.


  24. Assume an employee works 21 hours per week (Tuesday, Wednesday, Thursday) or 22 hours per week (5.5 hours each day from Tuesday to Friday).   As per “Holiday in Lieu, Article 27.04 YUSA” if a holiday falls on a Monday and Monday is the employee’s regularly scheduled day off, will the system recognize that Monday is in lieu of holiday?

    This will be handled outside of the system; the usual practice is to give the employee the next day off.


  25. Will the vacation callout be done in this system?

    Yes.


  26. How do YUSA & CUPE 1356 submit vacation requests in the summer (June-August) to account for the partial day on Fridays?

    You submit 4 full days and a partial day on Friday.  YUSA will need to convert hours into days.


  27. How do I submit more than 1 week’s vacation in the summer (June-August) to account for the partial day on Fridays?

    You will need to submit two separate vacation requests if you are taking two or more consecutive weeks.  Each request of 1 week would be entered as 4 full days and a partial day on Friday. YUSA will need to convert hours into days.


  28. Will the YUSA and CUPE 1356 schedules show the reduced workday on Fridays in the summer (June-August)?

    No, the schedule will show regular hours for these three months.


  29. How are meal/travel allowances reported?

    Meal and travel allowances are not part of the tool at the moment. We’ll address that for future enhancements to the system.


  30. What is the Timekeeper role?

    The Timekeeper role is to enter time and absences for an employee whose job does not require the use of computers.


  31. When does the Timekeeper model apply?

    The Timekeeper model is intended for units that have employees whose work does not require the use of computers, such as units within CSBO.


  32. What is an Exception?

    An Exception is a warning that a reporting error has been made once the time has been approved and processed.  For example, a Time Reporter reports working more than 24 hours in a day.  Because this is not possible, the system will create an Exception.


  33. Are Exceptions reported immediately or overnight? If overnight, how will an employee be notified?

    Exceptions are created overnight by a process called Time Administration.

    Employees and managers will be notified by email. The exception will also be noted on timesheets, calendars and exceptions pages. 


  34. What does an employee/manager do if an exception occurs?

    If there are exceptions, the manager and employee will discuss the time, correct it, and/or the manager will allow it. There will be two e-learning topics on Exceptions – one for employees and one for managers.


  35. Is there feedback to the manager to indicate there is a request pending? Or do you have to log in to the application to see it?

    Email notifications will be sent to managers once time/absences are submitted. 

    Managers may also log into the application and go to time and absence approval pages to see all pending requests.  Best practice is to use email as a reminder to log into the system, and then work off the pending requests to approve time and absences.


  36. Will there be an opportunity for the manager to view a report to approve the time?

    Yes, the Approve Payable Time page will list all time pending for approval.


  37. Once we submit our request, and our manager receives the email, do we receive an email back to say it’s been accepted or denied, or do we have to go into the system and check?

    Yes you do, so it is important that the email address in HR Self Serve is kept up-to-date.


  38. If your manager makes a change in the system, is the employee prompted?

    Yes, when a manager enters time on behalf of an employee, the employee gets an email that it has been submitted and another once it has been approved.  Employees are also able to view this information by going into the system and checking the status.  We recommend that employees check their timesheets and balances often.


  39. Will YUSA supervisors have access to this tool?

    Yes, YUSA supervisors will be given view ability into the system, and they, along with the manager of the department, can assess the request based on the operational requirements of the department. 


  40. Are YUSA Supervisors prompted with an email like the manager is?

    No.


  41. Can a YUSA supervisor approve time?

    No. The approval of time will be done by the manager.


  42. In areas where the supervisors would normally approve time-off requests, can an approval be delegated?

    Approval can only be delegated to another CPM manager.


  43. When it comes to vacation requests, currently we do it by seniority.  Is this system intuitive enough to know who’s got the seniority?

    The information will not show within the Time and Absences pages, however, managers will have access to this information to make those decisions as they currently do. 


  44. Does the tool allow you to modify time entered on your timesheet?

    An employee can make changes to time entered on a timesheet up to 60 calendar days prior to the current date.  The employee can go in, revise the timesheet, and resubmit for approval.

    Beyond 60 days, the manager will need to contact central HR.


  45. Does the tool allow you to modify/cancel absence requests?

    No, once you have submitted an absence request, you cannot modify it yourself.  You can, however, ask your manager to cancel the request on your behalf as long as it has not been processed.

    Once absence requests have been processed, the manager will need to contact central HR to make the necessary adjustments.

    Note: The cancellation is written to audit tables. 


  46. With respect to a manager being able to cancel a request once it has been approved, is there a time limit for how long you have to revoke the request?

    Yes, you are probably aware that there are published payroll processing timelines available.  We will be communicating that very specifically as it relates to the tool because some of those timelines will have specific dates associated with them.


  47. When is the Payroll deadline?

    The deadlines for monthly payroll will be later in the month than they currently are. Any further changes to these deadlines will be communicated once the cycles have been established.

  48. Where is the Payroll Schedule online?

    The Payroll schedule is posted on the HR Website, in the Quick Links section.

    The direct URL for the 2012 schedule is:
    http://www.yorku.ca/hr/documents/2012PayrollSchedule.pdf

    This will be revised once cycles have been established as they relate to the TRT.


  49. Will vacation, sick leave etc. show up on an employee’s pay cheque?

    Unpaid absences and time paid to the employee (e.g. Overtime pay) will appear on paycheques.  All other balances are available via the self service pages in the system.


  50. If an employee or manager makes a mistake and the employee doesn't get paid or isn't paid the full amount, will a manual cheque be cut?  

    As per current practice, if time is not submitted by the deadline date, that time is added to the next paycheque.


  51. How will the system handle employees with part-time positions whose number of hours worked per month changes and therefore the credits received change depending on the number of hours worked?  E.g. an employee works 24 hrs per week for 10 months and 35 hrs per week for 2 months.

    If this change is for a prolonged period of time, an Employee Transaction Form (ETF) has to go to HR. Once processed, the system will take care of the new calculation.  Note: If the employee just works additional regular hours during the month (not overtime), the employee will enter these hours through timesheet and the system will consider the additional regular hours when prorating their sick and vacation credits.


  52. We have employees who have scheduled days of work that change on occasion.  The total number of hours worked is always the same for that week, and only the scheduled days of work change.  E.g. employees normally work Monday through Friday, but during peak periods this changes to Tuesday through Saturday.   How will the system recognize the change in scheduled days of work?

    The system will not recognize this.  The manager will need to create a personal schedule for such employees. There is a topic relating to this in the eLearning.


  53. We have part-time employees who work 21 hours per week - Tuesday, Wednesday, Thursday or 22 hours per week - 5.5 hours each day Tuesday through Friday.  How will the system recognize what the scheduled days of work are?

    The system will not recognize this.  The manager will need to create a personal schedule for such employees. There is a topic relating to this in the eLearning.


  54. We have employees whose schedules vary, for example it may be 5 hours on Monday, 4 hours on Tuesday, 6 hours on Wednesday, 4 hours on Thursday and 5 hours on Friday [to a total of 24 hrs/week].   How will the system recognize part-time employees who work less than 7 hours per day?  

    The system will not recognize this.  The manager will need to create a personal schedule for such employees. There is a topic relating to this in the eLearning. 


  55. How will sessional dates be recognized by the system?

    The system will have the information submitted via the ETFs. This information is used to prorate entitlements for sessional employees.


  56. If an employee is on a Leave of Absence without Pay for more than 3 months (YUSA Art. 20.04 a), will the system adjust the union seniority date accordingly to ensure vacation credit accumulation at correct time [moving to higher vacation credits at an appropriate time]?  

    Central HR will be adjusting the dates the system needs for the correct credit entitlement.


  57. We have people who do on-call.  Are they now to submit their own time through this? 

    Yes.


  58. There is a plan for an employee portal and I was wondering if it will be incorporated?

    We certainly plan to incorporate that in the future.


  59. Given that a lot of this is based on email to desktop, will this be mobile friendly as well?

    This is not in scope right now, however, we will be testing this and may be deployed if no further customization is required. If customizations are required, this will be addressed in subsequent phases.


  60. We have a computer maintenance management system (Maximo), is this going to be replaced or will it be able to work together with it?

    This is separate and apart from Maximo. The TRT is time reporting with regards to pay, not project time reporting.


  61. How will staff be learning about the TRT?

    Staff will learn how to use the system using the available eLearning. Managers will support staff during this process, with further assistance from the TRT Trainers/Change Advocates.

    The demo of the TRT is available on the TMSS website (www.yorku.ca/hr/tmss/) for those who were unable to attend the live presentation. It is under the Time Reporting Tool section entitled “Video Introduction to HR Self Serve.”

 

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