Time Reporting and Time Off Request Processing
Please view this Important Guidance for Winter Payroll Processing information that includes upcoming deadlines for Timekeepers and Time Off Managers due to the accelerated December payroll processing schedule.
The GW Time Reporting System (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.
Time off reporting is a joint responsibility between employees and their managers. Managers should continue to encourage their direct reports to take their well-earned time away from work throughout the year to relax and recharge. In addition, it is important that managers process their employees' requests in a timely manner to ensure employees' available balances are accurate and allow employees to plan time off in advance.
Timekeepers are responsible for being familiar with GW policies which govern hours worked, meal periods, overtime pay, and premium pay for shifts, weekends, and on call, as defined in the Manager's Handbook and any other applicable documents, including collective bargaining agreements as appropriate.
- Time Off Tools and Training
Below are tips and considerations to help you better manage your employee's time off requests:
Time Off Tracking
- The TRS tracks time off in hours and minutes rather than days or weeks.
- Within a time off request, the “Duration” needs to be completed in 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 Time Off Training Webinar materials as well as other resources to help you navigate the TRS:
- Time Off Training Webinar
- Use the Control Center
- Processing Time Off Requests for Manager (PDF)
- Processing Time Off Requests for Timekeepers/Delegates (PDF)
- Reviewing an Employee's Time Off Balance (PDF)
- Submitting Time Off for an Employee (PDF)
- Cancelling Time Off for an Employee (PDF)
- Delegate Your Time Off Manager Access
- Accept a Delegate Request
- Switch Role to a Delegate Role
- Using the Outstanding Time Off Requests tile (PDF)
- Using a Dataview to Pull Outstanding Requests (PDF)
- Using a Dataview to View Employee Time Off Balances (PDF)
- Using a Dataview to View Department Time Off Requests (PDF)
If you have additional questions or need assistance in managing your employees' time off requests, please contact [email protected].
- Timekeeper Tools and Training
The Task Instructions for Keyboard and Screen Reader Users for UKG Dimensions (PDF) can assist if applicable to you. We encourage you to download the UKG Timekeeper Training & Basic Schedule Manual (PDF) and visit the GW TRS Practice Exercises page. Below you will find TRS instructional training.
Documents and helpful TRS instructions:
- Accessing your Timekeeper Role (PDF)
- Navigating the upgraded GW TRS home page (Video)
- Time Card Overview for Managers (Video)
- Accessing Employee List by Manager Approval Tile
- Access Employees Timecard (Video)
- Adding a Missed Punch (Video)
- Add a Paycode (Video)
- Add a Paycode Tip Sheet
- Editing Holiday Hours
- Respond to Timecard Corrections (Video)
- Add Comments and Notes to Timecard (Video)
- Resolving Time Card Exceptions - Hourly (Video)
- Remove a Double Punch (Video)
- Respond to Timecard Corrections (Video)
- Approving an Individual Time Card (Video)
Multiple Assignments:
Run Reports:
Hyperfinds:
- Create Hyperfind Queries (Video)
- Hyperfind Training slides (PDF)
Scheduling:
- TRS Timekeeping Basic Scheduling (PDF)
- Add a Schedule Pattern (video)
- Edit schedule patterns (Video)
- Add and Edit Shifts in the Schedule (Video)
- View Schedule Information (Video)
The entire timekeeping manager library is available here:
- 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.