Frequently Asked Questions
Time and Effort FAQs
Yes, the administrators can assign supervisors/managers in other ADLOC departments if that administrator has access in SSO to do so. However, the approval process of the certification document is PIN based. So, whoever is “over” that PIN, has control of that certification document.
Sometimes documents are created after the certification period is open because the account has recently been marked for as an account that requires certification. Check with the FAMIS or EPIK account setup staff to see if the TE Certify flag has changed recently.
The Cancel document feature is currently reserved for Central administrators. This feature should be rarely used, and is thus left only for central administrators.
Canceled documents are removed completely from work flow (inboxes, etc.) and required no further action.
Situations that may justify using the cancel document function are:
- An account was erroneously coded to require Time and Effort Certification, and documents were created for employees that worked on these accounts. Once the account is correct, there is no reason to certify the related documents (unless the employee works on another account that requires certification).
- An employee payroll was corrected and move away from an account that requires certification.
- What happens when a document is placed on hold?
Nothing really happens to documents on hold. They are waiting to be corrected. When payroll corrections come through that impact the certification document, the document will be placed back in open status by the system. An administrator can also put the document back in open status once research has been done and the document is ready to be certified.
Can the departmental administrator place a document “on hold,” or just the central administrator?
Documents can be placed on hold by the central administrator or by the departmental administrators
Is there a time limit?
The system enforces no time limit as to the amount of time a document can be on hold. Administrators, however, should eventually resolve the issues with every document placed on hold.
Every Monday night, Departmental Administrators are notified via e-mail with an attached PDF report. This PDF report contains a listing of documents that need some sort of action. Action items are Certification Documents that are in the following statuses: Hold, Pending, Rejected, Pending Admin Verification
Currently there is no direct notification when an administrator releases a from administrative review.
PIs/Supervisors will be notified as part of the weekly notification that there are documents in their inbox.
There are two ways now for all administrators to monitor the status of all certification documents. The first way is in the program T&E itself by going to the FIND DOCUMENTS screen and using the “filter” options to select the documents of interest (e.g. find all rejected documents for a certification period).
The second way is to run the report to show the aggregate (grouping and counts) of all statuses for all documents.
- If a faculty member (user) leaves during a reporting period, will the report be forwarded to the Department Head?
The document is not exactly forwarded, but the supervisor/manager of the PIN of the faculty member has rights to certify the document(s). So, assuming the faculty member was marked for self certification, then the supervisor/manager of the employee can check the check box (INCLUDE Self Certify) in the bottom section of his or her inbox.
He or she will then see (and can certify ) those document even if the faculty member is no longer employed. The document will be available to the supervisor of that PIN.
When a document is rejected, the user selects a reason as to why he/she feels the certification document is not correct. The user can select from pre-written choices or simply add their own reason. After the document gets rejected, the supervisors of the user are notified that the document has been rejected and the document resides in the “rejected” status.
If a payroll correction needs to be made, at the end of the month when the payroll correction is processed, the document will be marked that is needs to be certified and the system moves the document to the status of “open”.
The administrators may also mark the document as corrected and move the document to the status of “open”, if they feel it was rejected in error.
Data from the payroll systems is loaded to the Time and Effort system monthly.
If those payroll files contain payroll corrections for prior periods, those prior period documents will be updated as part of the monthly payroll file load.
On the night of the 10th of every month, all payroll data from the prior month is collected and posted into Time and Effort.
Note on TAMRF payroll data: TAMRF payroll data will only post to time and effort if it has been expensed to the account. Payroll suspended in encumbered status will not appear in time and effort.
The account responsible person (show on the image below), come from the screens 6 and 9 in FAMIS (for SL accounts), and from screen 52 for support accounts
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