TRS - Managing My Time

Get ready for an enhanced time reporting experience with the upcoming launch of the upgraded GW TRS.

Time Reporting System Clocking Options

All non-exempt, hourly employees now have three options to record their time: phone, mobile, and web.  Managers retain the right to mandate how employees record their time. For example, departments may require phone punching from a designated physical location or phone.  Please confirm with your manager if your department has an internal policy.

Phone Time Stamp Entry

Primary Job Clocking

• To access the Time Reporting System, dial 202-994-2274 (4-2274).
• The voice prompt will respond, "Please enter your employee number followed by the pound key."
• Enter the eight digits following the 'G' of your GWid number.
• The system will respond with the following menu options.
  • To record clock in or clock out press - 1
  •  Enter the appropriate clock code.
    • To clock in Press - 1
    • To clock out for (All Jobs) - Press 2
    • To cancel a meal deduction Press - 5
    • To end the call Press - 0

Secondary Job Clocking (Bi-weekly and Monthly paid employees with a secondary bi-weekly position)

• To access the Time Reporting System, dial 202-994-2274 (4-2274).
• The system will respond, "Please enter your employee number followed by the pound key."
• To record your arrival at your secondary job Press - 2 to access the account transfer menu.
• To do a labor account transfer (Secondary Job) Press - 2
• Please enter a value for labor level 1 followed by the # key or your home Press *.   
  • Enter your 8 digit position number followed by the # key.  The voice prompt will provide the time.  Enter 0 to end the call.
  • When entering a secondary position that starts with a letter ‘A’ or ‘B’ change the letter to a number ‘7’. Example: If the position is A12345 enter in 712345 at the phone.
• To clock out for (All Jobs) Press 1 then 2 to clock out.

Mobile Time Stamp

• You can access the UKG Workforce Central app using your organization’s server, however, you must be granted access. Please review and accept the Workforce Mobile User Agreement and obtain the server name.
• Log into Mobile App once downloaded.  Instructions on using the mobile app can be found on the Payroll Services website on our TRS Instructions page. Contact [email protected] if you experience issues.
• Select the 'punch' button to Record Time Stamp button. If you have multiple positions choose the correct assignment.
• The system records the current time and location and displays the recorded time near the top of the app.
• You may now log off or view your timecard.

PC Time Entry & Viewing Your Timecard

• Access the Time Reporting System using the TRS link. Here are instructions on how to review your time card. Log into TRS using Single Sign-On.  If you are not already signed into the Single Sign-On you will be prompted for your GW email address and password. Contact [email protected] if you experience issues.
• In the Punch Tile click the Record Time Stamp button. If you have multiple positions choose the correct assignment.

• The system records the current time and displays the recorded time near the top of the workspace.
• You may now log off or view your timecard.

These exciting new features and changes are designed to streamline time reporting processes, empower employees, and support effective workforce management.

Get ready to experience a more efficient and user-friendly time-reporting system at GW!

While changes are on the horizon with the upgraded GW TRS, rest assured that several aspects will remain consistent.

Here's what's staying the same:

• Clocking In and Out: Non-exempt employees will still need to clock in and out as usual to record their working hours accurately.

• Approval Process: Timekeepers will continue to be responsible for approving biweekly hours to ensure accuracy and compliance.

• Time Off Requests: Eligible employees can still submit time off requests and view their balances within the TRS platform, maintaining the convenience and transparency of the current system.

• Punch Collection Methods: Punches will continue to be collected via phone, web, and mobile app, providing flexibility and accessibility for employees to record their time accurately.

Note: UPD covered by a CBA and medical residents will continue to use their current time off tracking systems.

With the upcoming enhancements and changes to the upgraded GW TRS, it's important to take some time to prepare. 

The Task Instructions for Keyboard and Screen Reader Users for UKG Dimensions (PDF) can assist if applicable to you.

Here are a few actions and things to keep in mind as we move toward our launch on July 7, 2024:

TIME OFF REQUESTS: 

Outstanding Time Off Requests for a date before July 1, 2024:

To ensure correct starting balances in the upgraded GW TRS, all your outstanding time off requests for the period 7/1/23 - 6/30/24 that have been submitted but have not been approved/denied by your manager need to be addressed no later than 6/30/24.

Important:  Any outstanding time off requests for the period 7/1/23 - 6/30/24 that have not been approved or denied on or before 6/30/24 by your manager will be automatically approved prior to the transition to the upgraded GW TRS on 7/7/24, thus resulting in a reduction in your beginning time off balance(s) (i.e. Sick, Vacation, PND, etc.) in the upgraded GW TRS.
 

Outstanding Time Off Requests for the period July 1, 2024 - July 6, 2024:

To ensure you have correct starting balances in the upgraded GW TRS, all outstanding time off requests for the period 7/1/24 - 7/6/24 that you have submitted but that have not been approved/denied by your manager need to be addressed prior to the transition on 7/7/24. 

Important: If you are taking vacation time during the period 7/1/24 - 7/6/24 (outside of the holiday, 7/4/24), any approved vacation time will be deducted from your transition time balance. For more information on Transition Time, please visit the Vacation Time Overview.
 

Future Time Off Requests for a date on or after July 7, 2024

In transitioning to the upgraded GW TRS there will be a pause in requesting future time off requests. Time off requests with a future begin date of 7/7/2024 or beyond will need to be submitted beginning on 7/7/2024 in the upgraded GW TRS. (You do not need to cancel any requests for request dates of 7/7/2024 or later in the current version of the TRS.)

Already submitted or approved requests for time off for dates on or after 7/7/2024 in the current GW TRS? You will need to re-enter these requests once the upgraded GW TRS is live. This will ensure that the new Vacation Time Off policy (effective 7/1/24) including Transition Time will apply. 

For more information regarding the new Vacation Time policy including Transition time, please visit the Vacation Time Overview.  
 

TRS TIPS 

Below are tips and considerations to help you better manage your employee's time off requests starting July 7, 2024:

Time Off Tracking

• The TRS tracks time off in hours and minutes rather than days or weeks.
• Within a time off request, the “Duration” defaults to 8 hours. Adjust for partial days.
• University holidays and weekends (unless scheduled to work holidays or weekends) should not be included in time off requests.
• Managers can view their entire department’s accrual balances and time off by using an accrual or time off dataview.
• Non-exempt employees: If you work a partial day and take time off for your remaining hours, clock-in and clock-out for the time you worked. 
• Managers or timekeepers should not approve their own time off requests.

Vacation Time

• May not be used in advance of accrual.
• Will continue to accrue until you reach your maximum accrual limit. 

Sick Time

• May not be used in advance of accrual.
• Sick time does not have a maximum accrual limit

Unpaid Time

• Unpaid time must also be entered into the TRS to ensure accruals are pro-rated accurately.
• For monthly employees taking unpaid time, enter the unpaid time into the TRS and notify Payroll of the unpaid time to ensure the employee is not overpaid.

We encourage you to explore the GW TRS upgrade overviews for access to on-demand resources showcasing some of the new features as well as the training materials from our recent webinars.  The Task Instructions for Keyboard and Screen Reader Users for UKG Dimensions (PDF) can assist if applicable to you.

• Use the Control Center - Employee
• Time Card Overview for Employees
• Using employee punch tile (our configuration does not use Add Transfers)
• Enter a missed punch in timecard
• Time Off Training Webinar 

The entire timekeeping employee video library is available here:

• How to Video Gallery - Timekeeping Employee

Additional resources for reviewing and requesting Time Off can be found below:  

• Submitting a Time Off Request (via an internet browser)
• Submitting a Time Off Request (via mobile app) 
• Canceling an Approved Time Off Request 

Join a time off training or office hours session to help you get more acquainted with the enhancements.

Upcoming Training Sessions

Upcoming Office Hours

What is GW Time Reporting System (TRS)?

GW Time Reporting System (TRS), formerly known as UKG TRS and Kronos, serves as our comprehensive solution for tracking and recording employee hours worked and time off taken. Its primary goal is to ensure accurate and timely payment for all employees, while also facilitating efficient management of schedules and time off requests.

As of July 7, 2024, GW will introduce an upgraded version of TRS, aptly named GW TRS. This enhanced platform builds upon the functionality of its predecessors, offering new features and improvements to further streamline time management processes and enhance user experience.

GW TRS represents our ongoing commitment to providing cutting-edge tools that support both employee needs and organizational efficiency.
 

Is this a new system?

GW TRS is not a new system but instead represents an evolution of our current UKG time reporting system, building upon its foundation to provide enhanced functionality and user experience. The upgraded GW TRS introduces exciting new features and improvements to streamline your daily tasks and empower you with greater control over your time management.

As of July 7, you'll notice an array of added capabilities designed to make your work life even more productive and efficient. From simplified time-off requests to advanced scheduling tools, GW TRS is poised to revolutionize the way you manage your time. Rest assured, while the system may look different, its core purpose remains unchanged: to support you in achieving your best work while ensuring accuracy and compliance.

In essence, GW TRS represents a significant step forward in our commitment to providing cutting-edge tools that enhance your workplace experience. We're excited for you to explore and leverage these new features, and we're confident they'll contribute to a smoother, more efficient workflow for everyone.
 

Is there a particular browser required to use the upgraded GW TRS platform?

No, but Google Chrome is recommended for maximum functionality.
 

Who will be affected by this change?

In addition to tracking hours worked and attendance for non-exempt employees and managing time off for all employees, GW TRS will streamline various HR processes, such as scheduling shifts, requesting time off, and managing approvals. This means that employees will have more control and visibility over their schedules and time-off requests, leading to improved work-life balance and better adherence to company policies. Furthermore, GW TRS will provide managers with real-time insights into their team's attendance, time off, and workload, enabling them to make more informed decisions and optimize resource allocation.
 

Will there be any changes to current payroll periods or paydays?

Current employee pay schedules will not change because of the implementation of the upgraded GW TRS platform. Employees will continue to be paid bi-weekly on the same schedule. Approval deadlines remain the same.

Visit the Payroll Calendars page for detailed information.
 

Will training be provided?

We will offer a range of training options including virtual sessions, online videos, step-by-step user guides, office hours, and more.  We encourage users to check back regularly to the Tools and Training Section of this page for learning opportunities and updates.

What are some of the new features for employees?

Employees can look forward to several exciting new features with the upgraded GW TRS:

• Control Panel: A redesigned home page featuring a control panel with intuitive tiles, providing quick and easy access to personal information, schedules, time-off balances, and more.

• Notifications in Control Center: Stay informed with real-time notifications conveniently located within the Control Center, ensuring you never miss important updates or announcements.

• Multiple Roles: For those with varied responsibilities, GW TRS now supports multiple roles, allowing seamless navigation between different job functions without the need for separate logins.

• Employee Punch Corrections: Correcting time punches is now simpler than ever with the Employee Punch Corrections feature, enabling employees to easily review and amend any inaccuracies in their time records.
   

How do hourly employees record their time in the upgraded Time Reporting System?

Hourly employees will be able to time stamp by phone, PC browser, and mobile app.

Note: You must enable location services if you clock in and out using mobile.
 

What if I work in a state with different meal deductions or overtime rules?

Ensure your work location address is correct in GWeb, and your overtime will be calculated per state rules.
 

Why is my vacation time balance incorrect on July 1 in the current version of the TRS?

The new vacation time policy (including transition time) is not being configured in the current version of the TRS. Benefits will be reviewing any time off that is taken from July 1 through July 6 (after the upgraded TRS launches on July 7) and will be adjusting accrual balances, as needed. 

Why is my transition time balance missing in the current version of the TRS?

The new vacation time policy (including transition time) is not being configured in the current version of the TRS. Benefits will be reviewing any time off that is taken from July 1 through July 6 (after the upgraded TRS launches on July 7) and will be adjusting accrual balances, as needed. 

Why am I not able to submit a time off request after July 6 in the current version of the TRS?

Any time off requests with a future begin date of 7/7/2024 or beyond will need to be submitted beginning on 7/7/2024 in the upgraded TRS to ensure that the new Vacation Time Off policy including Transition Time will apply.