General Questions

I log into PeopleSoft and and cannot see Manager Self Service

You probably were not granted security access to Manager Self Service. To obtain security permissions, ask your supervisor of HR Rep to submit a helpdesk ticket on your behalf requesting "Manager Self Service", be sure to include your UVM Net ID and department.

Where do I find my Net ID and password?

You can go to the CIT Web site at http://www.uvm.edu/account/ and click on "Activate your UVM Net ID Account!" You can also call the CIT Helpline at 656-2604.

Where are the payroll deadlines posted and how can I be reminded of these deadlines?

Payroll deadlines are posted on the Human resources Web site at www.uvm.edu/~payroll/. It is a good idea to add the dates to your UVM calendar as a reminder.

Can overtime be assigned to a specific budget when a temporary employee incurs overtime and has more than one position?

You cannot select a specific budget (chartstring) that overtime can be charged against. The calculation is performed in a prescribed manner by regulation. Please contact central HR if you need more information about this specific issue.

What is Punch Time and why can't I access it when I click on it?

Punch Time is a PeopleSoft feature that UVM is not currently using. The link has been turned off.

In the previous system when I gave my employee a pay increase it automatically generated a form for payroll. Where is this feature in the new system?

This "automatic" feature is not available in the new system. Pay increases should be sent by the supervisor to payroll@uvm.edu. Include the following: effective date of the change, the employee's Empl ID, Empl Rec #, current Combo Code(s), current Hourly Rate, NEW Combo Code(s), and NEW Hourly Rate.

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Timesheets

On the time sheet, what is the "accounting date"?

With the delivered PeopleSoft software there are features that UVM will not be using, this is an example of one such function.

We've been told that employees entering reported time should not change the business unit or task group fields. If a temporary employee changes these fields what will happen?

If changes are made, they will not be paid! Please warn your employees.

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Adjusting Time

How do I adjust an employee's time?

To adjust an employee's time on the their timesheet, correct the hours entered by deleting the hours they entered and adding the new ones. If you are deleting hours completely, use zeros in place of the hours originally entered. Remember to change hours on the actual day worked, click submit, then click ok.

As a supervisor, if I adjust an employee's reported time will that employee receive an e-mail notice?

The employee will not receive an e-mail when an adjustment is made. However, a supervisor can write a comment to the employee in the "comment field". When the employee logs into the system again they will see that a comment is waiting to be read.

Why can I only see part of the time my employee entered?

Be sure that you entered the correct dates at the bottom of the search screen...

Why can't I see the hours my employee entered this morning in order to approve them?

Remember: When an employee enters time it must be turned into "Approvable Time" before you can see it to approve. Approvable time is created by a nightly batch process. This process runs nightly and multiple times on payroll day. To see a visual depiction of this process click here: Time & Labor Overview Flowchart

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Combo Codes

How can I view the Combo Codes and associated chartstrings?

From the Combo Code field on the timesheet, click on the magnifying glass (search tool), you will be brought to a screen that displays the Combo Code and associated chartstring. You will need to review the chartstring to make sure that the proper account and budget is being charged.

How can I get a new Combo Code for my department?

New Combo Code requests should be sent vie e-mail to payroll@uvm.edu. Include the following: Effective Date of change and the appropriate accounting information.

My employee is charged to the wrong Combo Code, how do I change it?

If the correct code is already assigned to the employee, you may adjust the code on their timesheet, correct the code by deleting the old code and adding the new one.

If the correct code is not assigned to the employee, send an e-mail to payroll@uvm.edu to request a new code be added to the employee's record. Include the following: Effective Date of change, Employee's Empl ID, Empl Rec #, current Combo Code(s), NEW Combo Code(s).

My Combo Code isn't working, what can I do?

Contact payroll@uvm.edu. Include the following: Employee's Empl ID, Empl Rec #, a brief description of the problem, Combo Codes(s) and supervisor's name and telephone number.

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Viewing Employees in Timesheet for Managers

Why do I not see all of my employees when I enter my Supervisor ID as a search criteria?

It is possible that you are not listed as the direct supervisor of this employee on their job record. Try searching by the employee's last name to see if they are listed in your department. Contact your HR Rep to find out who is listed as the supervisor. If you wish to make changes, please contact Central HR.

Why do I see everyone in my department when use my Supervisor ID as the search criteria, not just the temporary employees?

Try searching by "Workgroup" to narrow your selection to temporary employees. Enter "Hourly" into the Workgroup field and submit your search...

Why can I see people that are not in my department?

It is possible that people have been assigned to your department in error. Please submit a helpdesk ticket that includes the full name of the employee as well as the department they belong in if known.

I supervise 25 people, why do only 8 employees appear when I use my Supervisor ID as the search criteria?

If you are sure that everyone you approve time for is assigned to you (see Why do I not see all of my employees when I enter my Supervisor ID as a search criteria?) Use the blue bar at the bottom of your screen to scroll to the right. At the top right hand corner of the blue results page you will see a view all link, click here. When you click on it you should see all of your employees.

Why do people who have terminated from my department still appear on my list?

People who are terminated still show in a supervisor's list even after they are terminated. A request has been submitted to have the "inactive" employees removed from the manager timesheet search. All enhancements are prioritized and a specific date for this change to be completed by has not been determined. You will be notified when the change is made.

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Work Study

Will there be training for work study students on how to enter time?

Yes, training plans are currently being finalized and will be announced to the campus shortly.

Will there be training for supervisors of work study students on how to approve time?

Supervisors who approve work study time will have several opportunities for training. They will include both seminar and computer lab settings. Plans are currently being finalized and will be announced to the campus shortly.

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