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This is the home for TIME (Timekeeping Information Management Environment) user documentation and release updates. We are in the process of moving our documentation from static Word/PDF documents into a more fluid wiki-style documentation space.


TIME System News and Updates

System Release Notes

Latest News

  • TIME now routes over 18,000 timesheets each biweekly pay period
  • PAO staff are now on TIME

TIME Documentation

Employee Documentation
Not Moved to Wiki Yet
TIME Employee Guides on FMS site

Approver Documentation
Not Moved to Wiki Yet
TIME Documentation on FMS site

New to the Wiki:
Navigating the Portal How to access TIME features in the OneStart portal.
Timesheet Overview for Employees How to use your timesheet.
TIME Administration Explains Rules, Maintenance, and Inquiry screens.
Special Instructions for PAU Employees How-to guide for PAU exchange bank hours.


Timekeeping Overview

What is TIME?

The Timekeeping Information Management Environment (TIME) system is a web-based timekeeping system that allows hourly and biweekly staff employees to record their time electronically. The system also gives supervisors and departmental payroll processing staff the ability to view and approve employee timesheets online.

Why is it used?

TIME replaces the time clocks and paper timesheets previously used by many departments with a secure online timesheet. The online timesheet makes information available to the employee, supervisor, and payroll processor, removing the need to retain paper timesheets for reference or auditing purposes. TIME streamlines the data entry process for payroll processors by feeding approved hours directly into the HRMS Payroll Voucher - eliminating the need to enter these hours manually for each employee. TIME data can also be used to generate useful reports that can help with tasks like labor budgeting for your department.

Who uses it?

The TIME system is used by hourly and biweekly staff employees on all eight IU campuses.

  • Employees use the system to record the hours they work. Biweekly staff employees can also use TIME to record leave balance usage such as days off when sick or on vacation.
  • Supervisors use TIME to review, modify, and approve the hours their employees have recorded.
  • Reviewers are TIME users who have the same options as Supervisors but they lack the ability to approve timesheets.
  • Departmental Payroll Processors can also review, modify, and approve hours recorded.
  • Payroll Managers have access to administrative functions in TIME allowing them to create Work Areas, add supervisors and payroll processors for approval routing, and change the system rules in their department.

When is it used?

The TIME system can be used 24 hours a day. At the end of every two-week pay period, supervisors and payroll processors will need to approve all timesheets. Approvers can access timesheets through Kuali Workflow's Action List or Document Search (links to Approve Timesheets and Find Timesheets are found in the TIME portal for convenience). Timesheets are first routed to supervisors and then to payroll processors. Approved timesheets ultimately feed hours information into the HRMS Payroll Voucher.

How does it work?

Departments first create Work Areas (and optional Tasks) in TIME to control the Approval Routing of the timesheet. If you were currently using a paper timesheet, the work area setup should replicate the approval by the immediate supervisor (the person who knows what hours the employee has worked) and the payroll clerk who enters these hours into the payroll system (vouchers). Work Areas are also used in many of the rules available in TIME to control: time collection method (clock in/out or timesheet), lunch break deductions, exceptions, etc.

Work Area Example:

Department: BL-BOOK

Work Area: Cashier

Payroll Processor: Sally Farnsworth

Supervisor: John McGuire

Employees:
Daniel Smith
Ramona Sinclair

Department: BL-BOOK

Work Area: Warehouse

Payroll Processor: Sally Farnsworth

Supervisor: Rita Goodfellow

Employees:
Ray Johnson
Daniel Smith

 

The above example shows one Department with two different Work Areas for TIME. Notice that the Work Areas have different supervisors but the same Payroll Processor. In addition, one employee (Daniel Smith) works in both Work Areas. When employees have their Job Funding associated with a TIME Work Area it appears as a "TIME Assignment" on their timesheet.

Employees can have many different TIME Assignments and can even have multiple assignments associated with the same job. TIME also allows for even finer breakdowns of Work Areas called Tasks. Tasks can be used to split employees within a Work Area into smaller groups for reporting purposes.

Employees either clock in and out or manually record hours on the electronic timesheet for their various assignments. At the end of each pay period, the supervisor must approve all hours worked in their Work Area. Once the Supervisor has approved the hours, the payroll processor approves hours for all the Work Areas for which they are responsible within that Department.

In the example above, Daniel's timesheet will route to both John (Work Area: Cashier) and Rita (Work Area: Warehouse) for supervisor approval of hours worked in their work area. John will be able to see Warehouse hours on Daniel's timesheet but he is not able to add/modify/delete those hours because he does not have a TIME role in that Work Area. The opposite is true for Rita. As the Payroll Processor for both work areas, Sally has the ability to change any hours on Daniel's timesheet.

After all approvals are recorded, the hours for that employee are transferred to the HRMS payroll system as part of a regularly scheduled extraction process. These hours automatically populate the payroll voucher, which is then used to generate the pay for that employee.

TIME is a web-based application and can be accessed from any network-connected device with a web browser. A department can choose to establish Kiosks which are Windows XP PCs that have been dedicated solely for TIME system access. Kiosks are specially configured through Window's Group Policies to only allow use of the TIME application (users can't surf to other websites, for example). Kiosks can also be configured to work with a card reader that allows employees to swipe an employee ID card to authenticate instead of logging in with a username and passphrase.



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