Time Reporting System (TRS)

 

GW Time Reporting System (TRS) Upgrade

We're excited to announce the upcoming launch of the upgraded GW Time Reporting System (TRS) which will take place on July 7, 2024. At GW, we understand the importance of accurate and efficient time tracking for our employees, managers, and timekeepers. That's why we're investing in the latest technology to enhance your experience and streamline the time reporting process.

The GW TRS plays a vital role in recording hours worked and time off taken, ensuring that every member of our community is compensated promptly and accurately. With the upgraded GW TRS, you can expect a seamless and user-friendly interface that simplifies time reporting, time off requests, and time tracking.

 

  Navigating the Changes

 

 This page will be updated as more information becomes available.

 

 

 

 

 

 

  What's New / Changing

 

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

  • Customizable Home Page: Tailor your GW TRS homepage with customizable tiles for quicker access to essential functions.
  • Multiple Assignments: Timekeepers can now effortlessly manage all staff assignments, including secondary positions, from a single interface.
  • Self-Service Missed Punches: Non-exempt employees can now record missed punches themselves, streamlining the process for manager approval.
  • Departmental Time Off Calendar: Managers gain visibility into departmental time off requests through a centralized calendar view, facilitating better scheduling and resource management.
  • Automated Reminders: Stay on top of time off requests with automated reminders, ensuring timely review and approval.
  • Loaded Schedules for Benefits-Eligible Staff: Benefit-eligible staff will have their schedules preloaded into the system, simplifying timekeeping, holiday planning, and time off requests.
  • Federal Work Study Balances: Managers and timekeepers can monitor Federal Work-Study award balances, enhancing compliance and oversight.
  • Enhanced Accessibility: Accessibility improvements in GW TRS will comply with ADA standards for better usability.
  • Rounding Rules: The system will no longer round punches to the quarter hour.  The system will record and post the exact punch to the timecard.  Union employees should check with their collective bargaining agreement.
  • Preferred Name Display: Employees' preferred names will be used in GW TRS, fostering a more personalized experience.
  • Secondary Employee Visibility: Secondary employees will now be visible in GW TRS before clocking in, eliminating delays in attendance records.
  • Expanded Punch Recording: Non-exempt employees will have additional options to record punches, enhancing flexibility in time tracking.
  • Multiple Roles Support: Easily switch between roles within GW TRS for smoother task management.
  • Labor (percent) Allocation: Labor (percent) allocation will no longer be used in GW TRS, Banner will be the system of record for labor allocations.
  • Improved Time Off Requests: Enjoy a more streamlined time off request process with enhanced features.

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!

 

  What's Staying the Same

 

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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 GW TRS platform, maintaining the convenience and transparency of the current system.

  • Access after Training: Timekeeping access will still require completion of training, ensuring that users are equipped with the necessary knowledge and skills to use the system effectively.

  • 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.

 

  How to Prepare

 

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With the upcoming enhancements and changes to the upgraded GW TRS, it's important to take some time to prepare. 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 outstanding time off requests for the period 7/1/23 - 6/30/24 that have been submitted but have not been approved/denied need to be addressed no later than 6/30/24. To see if you or your employee has any outstanding requests, please see Processing Employee Time Off Requests

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 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 correct starting  balances in the upgraded GW TRS, all outstanding time off requests for the period 7/1/24 - 7/6/24 that have been submitted but have not been approved/denied need to be addressed prior to the transition on 7/7/24. To see if you or your employee has any outstanding requests, please see Processing Employee Time Off Requests.

Please note: If you or your employee is 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 an employee’s transition time balance. For more information on Transition Time, please visit the Vacation Time Overview.

Important, given the reconciliation efforts needed to ensure the most accurate balances, employees with any time off (vacation/transition, sick, PND, etc.) during 7/1/24 - 7/6/24 may not be immediately reflected in time off balances shown in the upgraded GW TRS on 7/7/24.  
 

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 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.  
 

We encourage you to explore the GW TRS upgrade overview videos for access to on-demand resources showcasing some of the new features. A few are linked below.

 

  Tools and Training

 

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We invite you to visit the How to Prepare section of this page to review on-demand resources highlighting some of the new features of the GW TRS or join a training or office hours session to help you get more acquainted with the enhancements.  In advance of the Timekeeping Training Sessions, we encourage you to download the UKG Timekeeper Training & Basic Schedule Manual (PDF) and visit the GW TRS Practice Exercises page.  Also available are the Task Instructions for Keyboard and Screen Reader Users for UKG Dimensions (PDF).

Upcoming Training Sessions

 

Upcoming Office Hours

 

 

  Frequently Asked Questions (FAQs)

 

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This FAQ is a living document and will continue to be updated as more questions arise and more information becomes available.

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 biweekly 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.
     

Can employees use the mobile app?

Coming soon! You will be able to download the UKG Pro mobile app from the Apple App Store® and Google Play store to use on your smartphone or tablet.

Employees can use the app to review time cards and submit time off requests.

Supervisors can use the app to review and approve employee time cards, correct exceptions, and approve time off requests.

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

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.
 

Do managers or timekeepers need to submit a request for security access?

Managers will automatically be given access to GW TRS for their direct reports to manage time off.

New timekeepers will still need to follow the process on the Timekeepers Training section of the Payroll website to gain access.
 

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.
 

 

  Contact Us

 

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