Service Delivery & Systems

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Self-Identification
- 1. How do I change my racial/ethnic self-identification?
  Under federal guidelines, options for self-identification with regard to ethnicity, racial identity and military status were revised in April 2010 to provide new options, including the ability to identify in more than one ethnic or race category. Employees can review personal data in HR Self Service under Personal Information Summary. Should you wish to re-identify and update what we currently have on record for you, please complete a Personal Data Form, print and sign the form and return it to HR at 2 New South.
Time Collection
- 1. Who uses the Time Collection System?
  Between 1800 to 3500 biweekly non-exempt staff have their time collected and processed using the Time Collection System. Biweekly nonexempt staff include benefits eligible biweekly-paid employees, casual hourly employees and graduate and undergraduate students.
- 2. What are the different roles in the Time Collection System?
  Nonexempt employees can:
  - affect their own time cards or
  - have view only access to their time cards depending on how the department default is set up.
  Departmental time entry clerks can:
  - enter time only for a specified team or department and
  - be an exempt or nonexempt staff member.
  Departmental supervisor can:
  - create student and casual tasks,
  - assign the time entry clerk role,
  - do the initial approval and
  - be an exempt or nonexempt staff member
  (Supervisor approval is not required but recommended.)
  
  Departmental Payroll Representative is responsible for:
  - final approval of all department time cards,
  - responsible for assigning supervisor and time entry clerk roles,
  - creating student and casual tasks and teams.
  The payroll representative must be an exempt employee.
- 3. How are new employees added to the Time Collection System?
  Newly hired regular benefits eligible biweekly-paid employees will appear in Time Collection the day after HR enters the information into the PeopleSoft Human Resource Management System.
  
  The departmental pay rep or departmental supervisor must set up a task set for casual hourly employees and students (undergraduate and graduate) hired by the department. A task is simply a job that an employee performs for a department.
  
  To set up a task, you will:
  1. From the Employee Summary page, select the link(s) labeled casual task or student task to initiate the hire process.
  2. Let the system walk you through the hire process with a series of on-screen messages until the set up is complete.
- 4. How does the system handle changes to employee status in the middle of a pay period?
  The system will create a new task based on status changes entered into PeopleSoft. If you see two tasks, please contact the Time Collection Administrator at 8-2093.
- 5. How do I make corrections to prior time sheets?
  To make corrections, the departmental payroll representative should follow these steps:
  1. Unlock the timecard to be modified by.
  2. Modify the card and reapprove it. Once approved, it is listed in the current pay period Approval Summary screen for reprocessing.
  The system can handle multiple corrections/adjustments to countless time cards per pay period.
- 6. How is overtime determined for prior pay period corrections?
  Overtime or non-productive time is recalculated and the difference is added or subtracted to the new pay check.
- 7. How are Short-term Disability and Worker’s Compensation leaves handled in the Time Collection System?
  Prior to each biweekly pay close, the time collection administrator runs a series of reports to identify employees on short-term disability or worker’s compensation leaves of absence. For each employee identified, the administrator removes all hours for the applicable pay period(s) and adds a comment to the bottom of each affected time card denoting the reason for removal.
- 8. How does the Time Collection System account for other types of leaves, such as sick, holiday, vacation, etc.?
  Non-productive time is entered under special reporting codes on the time entry screen and paid according to the pre-established rules stored in a database. Such rules vary for different unions.
- 9. What capabilities exist for reporting on data?
  There are two different reporting tools available to report on Time Collection data:
  1. At the bottom of each time card, there is a link to non-productive time reports.
  The Information Warehouse contains a dedicated Time Collection folder. Inside, there are numerous reports that can be generated to report on TC data.
- 10. Is there a user manual or online help available to assist users with Time Collection inquiries and issues?
  Yes, you can find Time Collection online documentation using the following link www.princeton.edu/tc and selecting the “Help” from the left hand side.