FAQs
GENERAL | PAYROLL | TIME & ABSENCE | TIME CLOCKS | MSS | SYSTEM RELATED | FACULTY | STUDENT
General
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What are employees able to do in OneUSG Connect?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.
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What is OneUSG Connect?
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.
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What are the benefits of OneUSG Connect?
- 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.
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Is the software the same for managers?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.
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Has anything changed with Military Leave Time?No.
Payroll
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Should we still be submitting SPARS for ocassional workers or inputting their time/pay in the new system electronically?
Occasional workers will continue to submit SPARS.
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Are payroll checks still issued by ADP?
No. They will be issued by Peoplesoft.
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Is payroll reporting with pay rate and leave balance accruals available in the new system?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.
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Will employees be able to see their own pay rate and leave balance accruals in the system?Yes.
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Do part-time instructors still need to record the time that they work for each day?Yes.
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Are student’s missed punches reflected and adjustable?Yes.
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What happens if managers fail to approve time?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.
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Are historical paystubs viewable in OneUSG?No. Employees will still have access to ADP Self Service for three years.
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If an employee does not approve their time, do they still get paid?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.
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What do you do if you have a split payroll, i.e., KSU and GA Tech?They will need to follow the dual employment process as before. GA Tech will not go live on this system until 2020.
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What type of communication will come out to remind employees and managers to approve time?Notifications will appear in the self service portal and payroll will also continue to send email reminders the day before time is due.
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Will I have to have to go to Shared Services to get old pay statements from ADP?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.
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How can an employee add a vacation/sick day after time is submitted and payroll is running or has already been ran?They do a retroactive request for vacation or sick and the manager must approve it. Accruals and time will be updated accordingly.
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What if an employee submits an incorrect number of hours worked in their time card, does the manager adjust it or will a manager initiate a "pushback"?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.
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When are we going from comp to overtime?We are currently evaluating that decision and communication will go out once any decision is made.
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What is the deadline to approve? Will it be in OneUSG?The updated deadlines for approval are on the Payroll Web Site under Payroll Calendars.
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Will you be able to change the percentage/dollar amount of your direct deposit accounts already in place (not adding/deleting accounts) when OneUSG goes live, or will you need to fill out a direct deposit form?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
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How does the sick day get in-put if I did not know I was going to be sick?
You can enter it via mobile device or upon your return.
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How do you undo a time off approval if you decide you do not want to take the time off?
Your manager will have access to do it for a certain time frame, after that HR will have to make the changes.
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If no time is available for an absence request, can the request still be generated?Yes. The request can be generated but if time is not available it will become uncompensated time.
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Is there a limit for how far out you can submit an absence request?No, there is no limit.
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Will managers receive a notification if a non-exempt employee records more than 40 hours in a week?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.
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Will managers receive an email/notification every time one of their employees punches a time clock?No. Managers need to review the employee’s time card. They will be notified if there is a missed punch.
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Can HR see absence requests submitted by employees?There is a Query that can be run for any time period and show all absences and whether or not they have been approved.
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If someone switches departments and has requested time off when he/she was in the old position, will he/she need to repeat the request in the new position, or inform the new supervisor he/she will be out at that time without the supervisor’s input?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.
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If the pay weeks are changing to Sunday to Saturday but the deadline to approve for that pay period still falls on a Friday, how do they reconcile if their employee worked hours on that Saturday?The deadlines for approval have changed and they are updated on the Payroll website under Payroll Calendars.
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How will the availability of accrued vacation hours work for new hire?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.
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Are new employees going to have to continue to submit paper timesheets for new employees during the first week or so of employment?Employees should not be working before they are in the system. Once they are in the system, they will have access to record time.
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How much time is allotted for blood donations? Voting? Jury Duty? Does using any of these reasons for taking time off come out of your vacation or sick leave time? or are these reasons just paid time off that is not attached to your vacation or sick leave 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.
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After a manager receives an email to approve an absence, is a reminder email sent later?Yes. Payroll will attempt to contact managers who do not approve an absence request with a mail merge each morning.
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If an employee does not use their previously approved vacation/sick time that was scheduled how does it revert back to the employee's accruals bucket?The employee would need to request a cancellation of their vacation/sick request. Once approved the time goes back into their accrual bucket.
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How do we request partial day off ?Video instructions for requesting time off is available on both the HR and Payroll web sites.
Time Clocks
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Will I need to get a new ID when I move to a time clock?
No, you will be able to use the tap feature on your current ID.
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What is the difference between a time clock and a web clock?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.
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What is a punch?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.
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I forgot to clock in/out. What should I do?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.
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Do I need to have my physical ID badge to clock in or can I use my KSU ID number?Yes, the time clocks use tap-technology that will require you to have your physical ID in hand.
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Does the schedule feature in ADP feed to the time clocks?No, schedules do not feed into time clocks.
Manager Self Service (MSS)
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Can a different manager approve time other than your reports to manager?
Only if that person has delegate authority to do so.
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Can managers blackout dates on the calendar for time off requests?
Not online, no. They will need to approve or deny based on whatever internal tracking mechanism they are currently using.
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Is proxy access available?Yes, however it is called “delegate access” in peoplesoft.
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If an employee is listed under the wrong manager, how will that be corrected?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.
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Will Managers be able to run their own reports to see hours and dollars charged for employees reporting to them or will the reports be for "Payroll Use Only"?Managers will not be able to run their own reports.
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If time approvals are delegated, what information does the new person see?Delegations can be limited to certain approval levels chosen by the person giving proxy.
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Will I be able to see all accruals in my department?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.
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Can you pass delegation responsibility on to someone else after it is passed to you?No but the assigning manager can choose to take back delegation and assign it to someone else.
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Do managers have the capability to edit the time card entries prior to approving them OR do they only have the option to deny and or pushback for the employee to make the needed corrections?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.
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On the approvals tile, when you navigate into the employees leave request, there is an approval Chain drop down option on the bottom of that screen, what does that represent? Are they going to have to route their approval of paid time to a secondary person in line of authority?No, approvals go to the supervisor and that is it.
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Can one person still approve everyone in a division? Will he/she still have full approval for EVERYONE?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.
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If you do not put an end date for a delegation, how will the original supervisor get back the original employees? Does it have to be delegated back?Yes, they will need to delegate it back if it does not have an end date.
System Related
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Can you have more than one tile open at a time in the new system?
No, you cannot. You need to navigate back and forth between tiles.
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What security is there for mobile access?Mobile logins are accessed using NetID and password as single sign on. UITS sees no security concerns at this time.
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Can the feature of clocking in from mobile devices be disabled for student employees?Not individually, no. The feature is either on or off.
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Does this system replace HireTouch?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.
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How far back will our pay statements go in the system?Employees will have access to ADP for 3 years for old W-2s and paystubs.
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With regard to mobile features, will there be any geofencing to see where students login?Not at this time, no.
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Can we have multiple approvers in the system?There is one approver with the ability to delegate to one person at a time.
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Are you able to reset your own password?The system uses single sign-on using your NetID and password.
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Is the new system faster than ADP?Yes, it is and there are no Java requirements.
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Will we have a way to print our check stub?Yes.
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Will I have to have to go to Shared Services to get old pay statements from ADP?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.
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Are employees KSU ID’s listed anywhere in the system? Currently on the team time tile the EMPLID is listed there but where can you find KSU ID for when you are completing EPAF’s?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.
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Regarding the mobile capability, is there be an app to download or will we use a web browser?It will be accessed using the web browser.
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Can the Team Time tile be personalized to categorize/group together different types of employees? ex: group student assistants together, faculty, p/t faculty, etc.Not at this time. That would be a global change for all Institutions. Possibly an “enhancement” request later.
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If you do not sign out of the application, will the system automatically time out?Yes. You will be timed out after a certain time.
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How many bank accounts can be used for direct deposit?At the current time the limit is 5.
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Is the “set calendar” schedule for student employees, exempt employees, nonexempt employees, faculty, part-time faculty, occasional workers, or all the above?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.
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Is the “schedule” seen in OneUSG for employees mandatory to use and customize, or is this optional?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.
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If someone works 14 hours/day, will they get 2 breaks factored in the “schedule?”Breaks are not factored into the schedule. Just start and end times.
Faculty Specific
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Do part-time faculty still need to log ACA hours?
Yes.
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Do part-time faculty need to input their ACA hours into their time card early before payroll runs?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.
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If we have a professor on a DAA they have to enter their time for both universities in OneUSG. Will they also need to be added to our payroll worksheets?
No.
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I am emeritus faculty, not teaching as an adjunct or otherwise employed by KSU. Is there any benefit in my attending this?No, if you are not being paid by KSU, you do not need to attend the training.
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Exempt staff who also teach part time, do they have to log ACA hours? Currently that is not a requirement of them for their part time faculty position.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
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How does clocking in and out affect student employees when they have different positions on campus?
Student employees can log in and out for each job so that the funds are properly allocated for each position.
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Do student employees need to submit absence requests?No, student employees only report time worked. Communication about absence requests should be open between students and managers.
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If a student is in multiple jobs, how does each supervisor manage whether or not that student is exceeding the maximum 20 hours per week between the two jobs?Managers do not manage the 20 hour limit. That will be monitored by HR and Payroll via PeopleSoft queries.
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Can students clock in using their mobile device? If so, how to prevent students from clocking in on their mobile devices?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.
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What happens when a Student forgets to clock out – can the student fix it?No, the manager must fix it.
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How do students approve time/hours prior to worked, at end of pay period? What if there’s no wi-fi?, they can’t approve hours?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.