UD Workforce-Frequently Asked Questions
Accessing the System
An employee who is not active in the HR System will not be able to access the UD WorkForce. Once active, the employee will feed into the UD WorkForce system during the next nightly update. Effective Dates on a JED and/or Additional Assignment also effect the timing of when the employee records are fed from the HR System to UD WorkForce as well.
The supervisor or timekeeper will need to keep track of the hours worked by the employee, and will enter them into the timesheet once the employee is in the system.
UD WorkForce does not currently provide an app. Mobile access will allow a user to save a shortcut on their device if they choose.
Yes, anywhere you have internet access you will be able to view your timesheet.
The employee's supervisor or timekeeper will be responsible to enter time worked on the employee’s timesheet when the employee cannot access UD WorkForce.
Undergraduate students, Graduate Students, Misc Wage employees, and Local 439 employees will be clocking into the UD WorkForce. Adjunct Faculty, Supplemental Professionals, NPD employees, and SRG employees will NOT be paid through UD WorkForce.
When you inactivate a supervisor code, managers and/or timekeepers can no longer see any employee tied to that code.
A department may need more than one supervisor code if different supervisors in the department need to approve time.
Time Off Requests
Timesheets are locked when approved which prevents TOR activity for that period. For further information, refer to the Payroll Deadlines Schedule
Timesheets are locked when approved which prevents TOR activity for that period. For further information, refer to the Payroll Deadlines Schedule
Time Off Requests (TORs) for past dates do not require an approval when an employee submits them. Manager 1 and Timekeeper 1 receive notifications of these types of requests. Any future dated TORs require approval and an approval email will be sent to the Manager.
All TORs are visible within UD WorkForce from the Home Screen within the Schedules section under ‘Review Time Off Requests’.
For details on how to make changes to an approved TOR, please refer to our training materials. Here you will find both a video and jobs aid on 'How to Edit or Cancel a TOR'
Please email UDWorkForce@udel.edu with details including; Date, Req ID, and information to be changed.
The emails that go out regarding a Time Off Request needing approval are only sent to Manager 1 (the direct supervisor). There are 4 different ways to approve Time Off Requests, one of which is through email (others are mobile, Homescreen and Review Time Off Requests). The email contains a link stating "Click here to Approve this Time Off Request." By clicking that link, you are approving the TOR. This is why it then automatically approves it.
You've attempted to approve a TOR via email which has previously been approved.
You do not have the ability to add an approver or a copy to a Time Off Request (TOR), however, there are multiple workarounds that can be used. Notification emails may be forwarded to the appropriate person. Alternate supervisors and timekeepers have access to view this information through reports and employee/group calendars. Employees, Managers, Timekeepers, HR Managers, and CBOs have the ability to schedule a report and have that emailed to a specific employee (ex. Have the Time Off Request report scheduled weekly to be sent to a department admin for a whole department or for individual employees).
UD WorkForce is the "new" time and attendance system - this system will replace the time off request process and will replace UD Time.
All time off requests will be handled within the new system. Managers, Timekeepers and HR Managers will have access to see those requests within the system. Only Manager 1 will receive an approval notification that a request has been submitted for approval.
The Time Off Balance View will continue to be available in Webviews for you to view historical Requests for Leave. These requests are also stored in your Webforms In basket and/or Archive tab.
Eligible Full Time employees will need to log in to UD WorkForce to submit a Time Off Request. Please refer to our training materials on how to submit, edit, and cancel Time Off Requests.
Please refer to our training materials on how to approve a Time Off Request.
UD WorkForce allows for time off in the past to be entered. These types of requests are "auto approved" by the system, and an informational email is sent to the employee's manager.
Please note that when looking at the Bank Balance Graph, the balance shown is the initial balance at the beginning of the day. Any adjustments to balances which occur on the given day will not be reflected within the Time Off Request Graph until the beginning of the following day (this includes any accruals or usage).
Yes, Managers and/or Timekeepers are required to review and approve timesheets for this population every pay period, regardless of whether overtime has been reported. This will ensure that the University is compliant with the Fair Labor Standards Act (FLSA) timekeeping requirement. For additional information, please refer to the University’s Policy.
No, the time slices on their timesheets are pre-populated based on their schedule. Schedules are based on the information stored within their position data.
Please refer to the Payroll Deadlines for further details.
Balances
You do not have the ability to add an approver or a copy to a Time Off Request (TOR), however, there are multiple workarounds that can be used. Notification emails may be forwarded to the appropriate person. Alternate supervisors and timekeepers have access to view this information through reports and employee/group calendars. Employees, Managers, Timekeepers, HR Managers and CBOs have the ability to schedule a report and have that emailed to a specific employee (ex. Have the Time Off Request report scheduled weekly to be sent to a department admin for a whole department or for individual employees).
Leave balances are tracked in UD WorkForce and visible on your timesheet. Please also refer to our training materials for additional details on how to view your balances.
Leave balances are visible within UD WorkForce on timesheets. Please refer to our training materials for additional details on how to view your balances.
With launch of the UD WorkForce System, Dependent Sick Leave banks were reset. Employees started with a balance of 45 hours as of 9/1/2020, regardless of prior usage. Going forward, the Dependent Sick Leave bank will reset each calendar year.
The UD WorkForce System clears vacation balances according to University Policy. At the end of the calendar year, vacation balances in UD WorkForce return to the maximum if the employee has accrued more than the maximum based on years of service. This excludes the adjustments made to policy for calendar years 2020 and 2021.
Accruals no longer occur on the 16th but will occur at the end of the month.
Balances in UD WorkForce are balances as of August 31, 2020 from UD Time, which included those monthly accruals. Those August balances were loaded on June 1, 2020 to allow employees to submit any past Time Off Requests (TORs) to ensure that time would be properly deducted.
Dependent sick leave is not leave in addition to sick leave. It allows you to use up to six (6) days of your earned sick leave to provide direct care for an immediate family member unable to provide for themselves due to illness or injury. You can view and track your Dependent Sick Leave usage in UD WorkForce, but your total available Sick Leave is reflected in the Sick Leave Balance only. Immediate family member includes an eligible employee’s spouse (as defined by law), parent or child.
Timesheet entry and approvals
The employee should immediately clock out of that assignment, and enter a comment on the time sheet to his/her manager/timekeeper. The employee should also alert their manager/timekeeper of this mistake as the incorrect information will need to be deleted and then added to the correct assignment.
The employee's manager or timekeeper will need to enter that time for the employee onto the timesheet.
Please refer to our training materials for additional detail on how to process these amendments.
Yes, employees are able to enter comments on their timesheets in the comment box.
Approvers will need to be listed on a Supervisor code as either a supervisor, supervisor alternate, timekeeper, or timekeeper alternate in order to gain access to UD WorkForce to approve time. The new roles of HR Manager and Business Officer are also able to approve time.
No, time is pre-populated with defaulted hours based on their schedule. The individual can make any necessary adjustments.
Hourly Students and Misc Wage employees receive holiday pay if they work on a university holiday. Holiday pay is 2.5x their hourly rate (Holiday Pay + OT).
It is likely the employee's timesheet was not approved. Please run the Timesheet Approval History Report to verify if this is the case. If so, the department will need to Amend the timesheet, make any necessary updates, and then approve the amendment. Depending on the timing of when this is completed, the time should be included in the next BW or SM Pay. For further detail, please refer to our training materials. Here you will find both a video and jobs aid on Amending and Retro Timesheets.
Yes, Managers and/or Timekeepers are required to review and approve timesheets for this population every pay period, regardless of whether overtime has been reported. This will ensure that the University is compliant with the Fair Labor Standards Act (FLSA) timekeeping requirement. For additional information, please refer to the University’s Policy.
No, the time slices on their timesheets are pre-populated based on their schedule. Schedules are based on the information stored within their position data.
Please refer to the Payroll Deadlines for further details.
Is the UD WorkForce System now the required method to track time for benefited non-exempt employees?
Yes, all other methods should be discontinued, with the exception of the UD Police Department.
Payment of regular and supplemental earnings remain unchanged; only overtime will be extracted for payment from UD WorkForce.
Employees are recommended to submit their timesheets by the deadline for every pay period. Please refer to the Payroll Deadlines for further details. Unsubmitted timesheets will be reviewed and approved by managers as is.
Payment via the S-Contract form for overtime worked after March 1, 2022 has been discontinued (with the exception of the UD Police Department).
Yes, further details regarding managing this process can be found within the Timesheet Managing Other Situations Job Aid.
The Unpaid Leave TOR should be recorded within UD WorkForce to reflect the unpaid time, however, the reduction in pay should be submitted via the JED and/or S-Contract Forms.
We recommend that managers wait until the end of the pay period to approve timesheets. Please refer to the Semi-Monthly Non-Exempt Timesheet Schedule for additional detail. Upon approval, the timesheet is locked and will prevent changes until completion of the pay processing process for that time period. Managers also have the ability to delegate their approval authority.
Manager 1, Manager 2, Timekeeper 1 and Timekeeper 2 (as identified within the HR Peoplesoft Supervisor Table).
Manager 1, Manager 2, Timekeeper 1 and Timekeeper 2 (as identified within the HR Peoplesoft Supervisor Table). A report of timesheets which remain unapproved after the deadline will be sent to HR Managers and the VP of HR.
Yes, employees who have not yet submitted their timesheet by the deadline will receive an email notification.
Roles
College Business Officer (CBO), HR Managers, and Reporter/Viewer are the new roles.
CBO and HR Manager roles have access to edit and approve timesheets. HR Manager can approve Time Off Request and is able to submit Time Off Request on behalf of employee.
The Reporter Role is a new and optional role. If a College or Department chooses to leverage this role, it provides the user with access to view timesheets, print timesheets (backup for grants), and run reports. Users can be assigned to this new role by completing the HR Supervisor Update webform and identifying the designated individual within the Reporter slot. If you have a significant number of Supervisor Codes to be updated send a request to hr-it@udel.edu to coordinate a mass update.
Manager 1, Manager 2, Manager 3, Timekeeper 1, Timekeeper 2, Reporter, Business Officer and HR Manager. For more details on roles, please visit the UD WorkForce.
Managers, Timekeepers and Reporter roles are assigned to employees as defined within the Supervisor Code table. Business Officers and HR Managers are maintained by HR. The Supervisor Code table can be updated via the HR Supervisor Update Form.
The Manager, Timekeeper and Reporter for an employee is based on the Supervisor Code listed on that employee's HR record. If an individual has access or is receiving notifications for an employee that shouldn't be then the supervisor code needs to be updated or that employee's HR record needs to be updated. You can verify the supervisor code listed on the employee's record by reviewing their Job Employment Data view in Webviews. The Supervisor Code list can be reviewed to determine if a different Supervisor Code should be used.
Please note access is dependent on the role one has on a Supervisor Code:
- Supervisor - Timesheet and Time Off Request edit/approval access
- Supervisor Alt 1 - Timesheet edit/approval access
- Supervisor Alt 2 - Timesheet edit/approval access
- Timekeeper 1 - Timesheet and Time Off Request edit/approval access
- Timekeeper 2 - Timesheet edit/approval access
- Reporter - View access
If you need assistance completing the HR Supervisor Update webform, please contact hr-it@udel.edu. If you need assistance completing a JED to update the supervisor code listed on an employee's record, please contact hrsystemsadmin@udel.edu.
Assignments
The department initially hiring a student will be that student's home department, however, if they work in other departments as well, those departments will be listed as additional assignments for that student.
The funding source for an additional assignment can be permanently modified by completing a new Pay Additional Assignment webform. The funding may also be temporarily modified within UD WorkForce on the timesheet.
The end date on the Pay Additional Assignment webform can be modified by completing a new Pay Additional Assignment webform and updating that assignment. If the end date has already passed, you will not be able to modify that date.
The end date on the additional assignment form is optional.
No, an employee can have any number of additional assignments.
Any employee who has received access through the Access Request: HR Web System webform will be able to submit a Pay Additional Assignment webform.
You could ask the employee if they have an additional assignment or you could start a new Pay Additional Assignment webform.
Yes, the alternate supervisors and/or timekeepers can have a different department code. |
Yes, just like any other web form, an approver can be added on the Pay Additional Assignment webform.
Schedules
Contact your HR Liaison to let them know a HR Position Change Webform will need to be submitted to update your PS Job record with the correct schedule. Once your schedule has been updated, your future timesheets will populate with the correct schedule. If there are questions on how to submit the HR Position Change Webform, please contact hrsystemsadmin@udel.edu.
UD WorkForce does not determine pay for our non-exempt employees. To have your hours and schedule updated in UD WorkForce, your department needs to update your schedule by submitting an HR Position Change Form.
Work Study
If a Work Study award is given after the Pay Additional Assignment webform is completed, then the department will need to complete a new Pay Additional Assignment webform to change that assignment to reflect work study. If you are unable to make a change to the existing assignment you would want to end the current assignment and create a new assignment with the work study information.
The Work Study Browse view provides this information. You can also check the employees Time Sheet in UD WorkForce within their Work Study tab to view the award amount.
No, the system will automatically charge the department 100% when work study funds are depleted or when the student is not eligible to use work study funds.
If a Work Study award is given after the Pay Additional Assignment webform is completed, then the department will need to complete a new Pay Additional Assignment webform to change that assignment to reflect work study. If you are unable to make a change to the existing assignment you would want to end the current assignment and create a new assignment with the work study information.
No, the system will automatically charge the department 100% when work study funds are depleted or when the student is not eligible.
Other
A JED will need to be processed for the employee as a pay rate change for their main assignment.
A Pay Additional Assignment webform would need to be submitted to update the hourly rate for any additional job.
If you need to change the Rate on a particular time slice, you can do so using the Rate Override column in UD WorkForce to change the hourly rate to a different rate than what is on the employee’s record.
This is not tracked in UD WorkForce. Please reach out to your HR Contact with questions regarding tracking FMLA.
FLSA Adjustment is a calculation generated pay code that indicates the difference in between the FLSA Blended Rate and the Timesheet Regular rate calculations. Please see guideline on FLSA Overtime Pay.
UD WorkForce provides the ability for Managers, Timekeepers, HR Managers, and Business Officers to assign their authority temporarily to another individual. Please refer to our training materials for additional details on how to delegate your authority
Yes, end of pay period reminder emails will go to supervisors, timekeepers and the alternates for each time sheet that has not been approved.
For Managers, Timekeepers, and Reporters, please check and verify the Supervisor Code Table. For HR Managers and Business Officers, please contact HR.
For a temporary change, you could update the schedule within UD WorkForce on the timesheet. Please refer to Job Aid on our training website for additional details on how to update the schedule.
For a permanent change to an employee's work schedule, please complete a Position Change Form.
The Manager, Timekeeper and Reporter for an employee is based on the Supervisor Code listed on that employee's HR record. If an individual has access or is receiving notifications for an employee that shouldn't be then the supervisor code needs to be updated or that employee's HR record needs to be updated. You can verify the supervisor code listed on the employee's record by reviewing their Job Employment Data view in Webviews. The Supervisor Code list can be reviewed to determine if a different Supervisor Code should be used.
Please note access is dependent on the role one has on a Supervisor Code:
- Supervisor - Timesheet and Time Off Request edit/approval access
- Supervisor Alt 1 - Timesheet edit/approval access
- Supervisor Alt 2 - Timesheet edit/approval access
- Timekeeper 1 - Timesheet and Time Off Request edit/approval access
- Timekeeper 2 - Timesheet edit/approval access
- Reporter - View access
If you need assistance completing the HR Supervisor Update webform, please contact hr-it@udel.edu. If you need assistance completing a JED to update the supervisor code listed on an employee's record, please contact hrsystemsadmin@udel.edu.
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