Find the Employee

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Find the Employee

Distribution

Chief Human Resource Officer

HRMS Timekeeper^*

Related Procedures

Time, Leave, and Payroll Processing

Time Management

Ownership

The Chief Human Resource Officer is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

An employee must be included in a Timekeeper Group prior to entering time for the employee. An employee must be included in a Timekeeper Group prior to be able to view an employee’s timecard.

Timekeepers can enter time in timecards that are in the status of No Status (blank), Working status or Rejected Status. No one can change a timecard in Submitted status. The timecard in Submitted status must first be Rejected. After the timecard status has changed to Rejected, the employee, manager or Timekeeper (with appropriate documentation) can correct the timecard. Timekeepers cannot ‘reject’ a timecard.

UVA HRMS Timekeeper

N ® OTL Timekeeper ® Timekeeper Entry

Select Timekeeper Entry [Open]

FIND the employee in the Basic Find Criteria region by Person Name only. Do not FIND the employee by Group if you plan to enter time.

When you FIND one specific employee, there are no other employee records in the Timekeeper Entry form.

When you [Find] the employee, the Basic Find Criteria region in the [Find] window is pre-populated with a Group Name and Recurring Period. These two pre-populated fields will disappear when you click in the Person Name field. Do not use the Advanced Search feature.

1. Type the employee last name and [tab].

If the last name is a popular last name, add a comma, a space and the first couple of letters of the first name. The employee name will either auto-pop or you will select the employee from the list of values.

2. Specify the pay period start and end dates (Use the ellipse to select from the List of Values). The default date is always the current pay period date. Therefore, if you are entering time (or wish to view a timecard) on deadline Monday, you must change the date to the pay period that ended on Sunday 11:59 pm.

You can click on the ellipse to select the pay period start and end dates OR
Short cut to change the pay period date: Highlight the pre-populated date. Type the pay period start day date followed by a dash, type the first three letters of the month, and tab. (i.e., 06-jul and tab). The pay period start and end dates will populate.

3. Select [Find].

You are now viewing the Timekeeper Entry screen where you will make entries for the employee.

Effective: April 13, 2011

Revision: 2 njk

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