Q: What is the Schedule ID?
A: The schedule ID is a unique number assigned to each individual pay cycle’s payroll end date. A payroll is identified by its Schedule ID, its pay end date and its pay cycle. eTime is designed to handle the bi-weekly labor (or B1) pay cycle, the bi-weekly student (or B2) pay cycle, and the monthly additional pay for salaried faculty and staff (or M1) pay cycle.
Q: What is a CUC? How does eTime know under which CUC the user is required to submit payroll?
A: A CUC is the department common unit code. This is a five digit number assigned by the university. The CUC is programmed into eTime based upon the security access forms that were provided to payroll. If a department CUC for which time sheet forms need to be submitted is not listed, then an ARM form needs to be completed for that missing CUC.
Q: What is the difference between a pre-populated time sheet form and a blank time sheet form?
A: A pre-populated time sheet form is based upon information available as of a fixed date. When employees are selected, the only information needed to be input is the number of hours worked; all other information is already on the time sheet. A blank time sheet form is based upon the most up to date information available. When employees are selected, the information needed to be input or able to be changed is more extensive. This is the type of time sheet form that would need to be used for submission of late pay.
Q: Who will be on the pre-populated employee list?
A: A pre-populated list can typically be seen as soon as the Wednesday before the end dates of a pay period. This list will be populated with all employees who have a current job for the current pay period on the payroll system as of that date; the information on this list will not change once it has been made available.
Q: Who will be on the blank employee list?
A: This list will consist of all employees who are eligible to be paid and have an active job on the payroll system. This list is updated regularly based upon interfaces of the payroll system with the student, faculty, and staff human resource systems.
Q: How often is the listing of employees updated to include newer people?
A: The listing of employees is updated on a regular basis, usually several times a week. This is based upon interfaces of the payroll system with student, faculty, and staff human resource systems.
Q: If a person is not in the selection listing, how is time submitted for them?
A: If a person is not in the pre-populated employee list, then their time should be submitted on a blank eTime time sheet form. If an employee does not appear in the employee selection listing for a blank form, then their time will need to be submitted on a paper time sheet form. (These would be individuals whose jobs have not yet processed through Human Resources and therefore are unavailable to be paid through the eTime system. This situation should trigger looking for the employee’s paperwork or calling the appropriate Human Resource department. An employee cannot be paid until their job appears on the payroll system.)
Q: Should employees who are NOT being paid be submitted on the time sheet forms?
A: No, if an employee is not to be paid because they did not work, then they will not need to appear on a time sheet form.
Q: In what order do employees appear on the Selection page? In what order do they appear on the time sheet form?
A: The default order is set to alphabetical. The user can change the way the list is ordered by using the “Order By” button on the search menu.
Q: Can the employee selection list be ordered in a different manner?
A: Yes, the employee selection screen has a search box at the top of the screen. Within the search box is an option to “Order By” several different options.
Q: Can different pages be accessed quickly in the employee selection list?
A: Yes, there is a “Go to Page” button located on that screen. The user can also conduct searches based on several different criteria (employee name, employee ID, PID, hiring CUC, funding CUC, account, job class, and earning type.)
Q: If an employee is authorized to be paid on more than one account, will they be listed more than once?
A: Yes, a line will be listed for each account that an employee is authorized on.
What is the Employee ID?
A: The Employee ID is the individual’s social security number.
Q: What is the PID?
A: The PID is the individual’s university-assigned personal identification number. PID’s begin with an “A” for students or a “Z” for faculty, staff members.
Q: Why is there no PID listed for my student employee?
A: The student employee PID is not listed because there is no record of their social security number in the Student Information System (SIS). To correct this issue, please send your student to the Registrar's Office, 150 Administration Bldg. with their social security card, so that SIS can be updated with this information.
Q: What is the 'Hiring CUC'?
A: The Hiring CUC is the department that hired the employee.
Q: What does 'Status' mean?
A: Status refers to the employee’s job status; they are either 'A' for an active employee or “T” for a terminated employee.
Q: Q: What is a Job Class?
A: Job Class is a 6 digit number assigned to each employee classification group on campus. For a detailed listing, see Job Class Codes under the Control Data tab.
Q: What is the Funding Account and the Funding CUC?
A: The Funding Account and the Funding CUC are the account number and departmental CUC number that fund the employee’s pay.
Q: What is the 'Earn Type'?
A: The earn type is the type of earning that the employee is authorized to be paid.