FAQs

GENERAL | PAYROLL | TIME & ABSENCE | TIME CLOCKS | MSS | SYSTEM RELATED | FACULTY | STUDENT

General

  • Employees use OneUSG Connect to record and submit time, access, review and update personal information including direct deposit, paystubs and benefits anytime, anywhere – by computer, tablet, even a smartphone.
  • OneUSG Connect is intended to help an organization manage and support its workforce. It is the first priority of the OneUSG initiative.

    The major components of OneUSG Connect – payroll services, talent management, human resources management, time and attendance, and benefits administration – are unified and integrated into a single technology solution.

    • It is easy to use and will automate current manual HR and benefits processes.  
    • It can be used on mobile devices and will allow employees to submit and/or approve leave time on the go.  
    • It delivers faster and more efficient responses to handle issues or answer questions, which will be available through the USG Shared Service Center’s centralized support.
  • All employees access the software securely with their established log-on credentials and password. If you are a manager/supervisor of other employees, you are granted additional access within OneUSG Connect. After logging into the system, managers can switch between their role as an employee to manager using a drop-down menu.
  • No.

 Payroll

  • Occasional workers will continue to submit SPARS.

  • No. They will be issued by Peoplesoft.

  • Managers will be able to go into Manager Self Service under “My Team” to see all information about their team including pay rate and leave balance accruals.
  • Yes.
  • Yes.
  • Yes.
  • If a manager does not approve requested time off, the employee will not be paid for those hours. The manager MUST approve all absences. If the manager does not approve time worked the employee will still be paid for that time and the hours will go into a "compliance" module where the manager will then be required to review/approve/correct time reported.
  • No.  Employees will still have access to ADP Self Service for three years.
  • Once an employee "submits" their time in the system it is considered "approved" and is waiting for approval by the Manager.  If the manager does not approve time the employee will still get paid and the time NOT approved will go into a "compliance" module.  The manager must still approve the time even if it is after the fact. 
  • They will need to follow the dual employment process as before. GA Tech will not go live on this system until 2020.
  • Notifications will appear in the self service portal and payroll will also continue to send email reminders the day before time is due.
  • No. Employees will have their self-service access to ADP for three years and will be able to get old pay statements and W-2s from there when they are needed.
  • They do a retroactive request for vacation or sick and the manager must approve it. Accruals and time will be updated accordingly.
  • The manager can either adjust it or do a pushback. Best practice is a pushback but time may not permit that in order to get the employee paid.
  • We are currently evaluating that decision and communication will go out once any decision is made. 
  • The decision will be made for all non-exempt positions. It is important that we are consistent in how we are handling similar situations. We are speaking to leaders in all areas of campus, and the cabinet will ultimately review the recommendation.
  • Individual institutions make the call on how they handle it on their campus.
  • The updated deadlines for approval are on the Payroll Web Site under Payroll Calendars.
  • Your direct deposit will come over exactly as it is now. If you wish to change the percentages or dollar amounts for the immediate future, you will need to fill out a new direct deposit form. The ability to make changes to existing accounts AND to add/delete accounts will be added with future functionality.

Time & Absence

  • Yes, it will.

  • You can enter it via mobile device or upon your return.

  • Your manager will have access to do it for a certain time frame, after that HR will have to make the changes.

  • Yes.  The request can be generated but if time is not available it will become uncompensated time.
  • No, there is no limit. 
  • Yes.
  • No. Managers of non-exempt employees are required to review and approve the employee’s time card. If there is a question the manager can send it back to the employee for explanation.
  • If an employee is a comp time employee they record all hours worked. The system will calculate what hours are comp time when payroll is processed just as in ADP.
  • No. Managers need to review the employee’s time card. They will be notified if there is a missed punch.
  • There is a Query that can be run for any time period and show all absences and whether or not they have been approved.
  • He/she will need to make sure the new supervisor is aware of and approves the days off. The system will transfer the time off requests to the new department, however the employee should not assume the new manager is ok with them and that should be negotiated at the time of an offer to a new position.
  • The deadlines for approval have changed and they are updated on the Payroll website under Payroll Calendars.
  • The availability of accrued hours for new hires has not changed. The new hire will not have access to vacation until after the first paycheck has been processed.
  • Employees should not be working before they are in the system. Once they are in the system, they will have access to record time.
  • Jury Duty is not based on an accrual. It is reported and paid as it is used. There is a 2-hour allotment for voting and 2-hours quarterly for blood donation. They do not count against vacation or sick leave.
  • If an employee is a comp time employee they record all hours worked. The system will calculate what hours are comp time when payroll is processed just as in ADP.
  • Yes. Payroll will attempt to contact managers who do not approve an absence request with a mail merge each morning.
  • The employee would need to request a cancellation of their vacation/sick request. Once approved the time goes back into their accrual bucket.
  • The employee would have to choose two different time off requests, one for each “reason” code. Say they wish to take a whole 8 hour day, and have 4 hours of comp time, they would do a request for 4 hours of comp time and then another for 4 hours of vacation time.
  • Video instructions for requesting time off is available on both the HR and Payroll web sites.

Time Clocks

  • No, you will be able to use the tap feature on your current ID.

  • A time clock is a physical machine that uses tap-technology and your KSU ID. A web clock is the online login system accessed using your computer to log your punches at the beginning and end of your shift and lunch break.
  • A punch is the act of logging the start or stop of your shift or lunch break using your ID at a time clock or by logging in via computer.
  • If you miss a punch at the beginning/end of your shift or when leaving/returning from lunch, notify your supervisor who will then need to enter the missed punch on your behalf. This applies to both the web clock and time clock.
  • Yes, the time clocks use tap-technology that will require you to have your physical ID in hand.
  • No, schedules do not feed into time clocks.

Manager Self Service (MSS)

  • Only if that person has delegate authority to do so.

  • Not online, no. They will need to approve or deny based on whatever internal tracking mechanism they are currently using.

  • Yes, however it is called “delegate access” in peoplesoft.
  • If you know that you are under the wrong manager in ADP, please let HR know now so that it can be updated prior to conversion. If it is after conversion, HR can make the change in Peoplesoft.
  • Managers will not be able to run their own reports. 
  • Delegations can be limited to certain approval levels chosen by the person giving proxy.
  • Managers will be able to see the accruals for the employees that report to them as well as those that report to managers below them.
  • No but the assigning manager can choose to take back delegation and assign it to someone else.
  • The supervisor should push back to the employee if they feel the timesheet is incorrect.  They should NOT edit the time of an employee without a discussion with the employee. 
  • No, approvals go to the supervisor and that is it.
  • Managers will be able to view accrual balances of the employees. Comp time is only earned when working extra hours which, by BOR policy, must be approved prior to working by the manager. So the manager can set the threshold by not approving the additional time to be worked.
  • A manager can delegate approval capability to another manager.  However, the approval should be someone who has firsthand knowledge of the person they are approving time for. 
  • Yes, they will need to delegate it back if it does not have an end date. 

System Related

  • No, you cannot. You need to navigate back and forth between tiles.

  • Mobile logins are accessed using NetID and password as single sign on. UITS sees no security concerns at this time.
  • Not individually, no. The feature is either on or off.
  • HireTouch will continue to be used for now.  The next phase of implementation will include the Talent Module.  This will likely be in late 2018 or early 2019. 
  • Employees will have access to ADP for 3 years for old W-2s and paystubs. 
  • Not at this time, no.
  • There is one approver with the ability to delegate to one person at a time.
  • The system uses single sign-on using your NetID and password.
  • Yes, it is and there are no Java requirements.
  • Yes.
  • No.  Employees will have their self-service access to ADP for three years and will be able to get old pay statements and W-2s from there when they are needed.
  • We will look at having that included on an employee listing. Prior to that, the employee’s KSU ID number is on their card. You may have to ask them for it.
  • It will be accessed using the web browser.
  • Not at this time. That would be a global change for all Institutions. Possibly an “enhancement” request later.
  • Yes. You will be timed out after a certain time.
  • At the current time the limit is 5.
  • Every employee will have a calendar in the system.  It is important to ensure the calendar reflects the true schedule for employees, as time off requests are tied directly to this.  If you have an exempt employee who has a default schedule of M – F, 8 -5 and they actually work M –Th 7-6, the system will not allow them to request 10 hours of time for a vacation day.  Similarly, if they are in the system as M – Th, 8 – 6, and they request time off on Friday, the system will not allow that. 
  • The schedule function is tied directly to absence management so it is important that it be accurate, as it will determine what an employee is and isn’t able to request.
  • Breaks are not factored into the schedule. Just start and end times.

 Faculty Specific

  • Yes.

  • Part time faculty can enter their ACA hours up to 30 days after the pay period has closed so they no longer have to do it early.
  • No.

  • No, if you are not being paid by KSU, you do not need to attend the training.
  • This would continue the same way as it is currently. Since they are fully benefited they do not report the hours that they are teaching. It is not required by the ACA.

 

Student Employee Specific

  • Student employees can log in and out for each job so that the funds are properly allocated for each position.

  • No, student employees only report time worked. Communication about absence requests should be open between students and managers.
  • Managers do not manage the 20 hour limit. That will be monitored by HR and Payroll via PeopleSoft queries.
  • Students can clock in on a mobile device. However, a manager does have the ability to determine the method of clocking for their staff members. The manager will have access to see what/how the employee clocked in.
  • No, the manager must fix it.
  • Employees do not “approve” their hours. The must submit them, and, if the pay period ends on Saturday they can submit their hours after that shift. Managers will have extra time to approve. Students can submit time from their phone, iPad, or other mobile devices.

 

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