The following email was sent to all employees by Human Resources on Sept. 26.
Dear Employees and Managers,
All outstanding timesheets from previous months or years must be submitted and approved by October 5. All timesheets from the month of Oct. 2018 must be submitted and approved by Oct. 31.
The current timesheet system will retire on Oct. 31. Starting in November, all employees will do timesheets in Workday, a new system for timesheets, human resources, and payroll.
There are currently a large number of outstanding timesheets, dating back several years that must be created and final approved by the beginning of October. On October 31, existing time reports will be loaded into Workday. If timesheets are not created and approved, employee leave balances could be inaccurate.
The clean-up effort cannot wait until October 31 as this may require manual work on the part of the employee, manager, or timekeeper to update balances. After Oct. 5, unaddressed will be escalated to University leadership.
Employees and Managers should log-in to the timesheet system and review outstanding timesheets. Visit workday.utexas.edu/timesheets for guidance.
It is important for all timesheets to be approved by Oct. 31 so that the records can move into the Workday system with accurate leave balances and to ensure timely payment for hourly employees.
Workday is expected to be live on Nov. 9. Between Oct. 31 at noon and Nov. 9, there will be no timesheet system open for timekeeping. Employees and managers should work together to keep a record of time worked and leave taken during this period. When Workday is live on Nov. 9, employees should enter their time as soon as possible.
Important Deadlines:
- Oct. 5 – All outstanding timesheets from previous months or years must be submitted and approved
- 11 AM, Oct. 31 – All outstanding timesheets must be submitted by employees (this excludes graduate research assistants, research assistants, and assistant instructors). Employees (hourly and monthly) should estimate time they plan to work for the remainder of Oct. 31, being careful not to over-estimate time. Partial week timesheets will be allowed for this week.
- 12 PM (Noon), Oct. 31 – Managers and timekeepers must final approve all outstanding timesheets.
- 12 PM (Noon), Oct. 31 – Nov. 8 – The legacy timesheet system will be unavailable and Workday will not yet be live. Employees should keep track of time worked or leave taken in the manner that works best for them.
- Nov. 9 – Timesheets are expected to open in Workday. Employees should input their time worked after 10/31. Employees should submit all time worked in Workday going forward.
For more guidance and frequently asked questions, visit: workday.utexas.edu/timesheets.