Welcome to the UChicago Time Information Site

Frequently Asked Questions

Our FAQs may change from time to time.  If you have a suggestion for our FAQs page, please Contact Us.

System Implementation Questions

  1. When should I start using UChicago Time?
  2. What if my work schedule in the system is not correct?
  3. What if my information appears to be in error?
  4. Why cant I change my password on the UChicago Time login screen?
  5. Can UChicago Time notification emails be sent to a different Microsoft Outlook folder rather than my inbox?
  6. What do I do if I have extra qualifiers in my email address (e.g. cnet@bsd.uchicago.edu or cnet@surgery.uchicago.edu) and I need to forward my email?
  7. What should I do if emails received from UChicago Time application are going to my junk mail?
  8. Which internet browser versions are supported?
  9. Why was I able to login but then received a 'page cannot be displayed' message?
  10. When I click on the 'login' button on the UChicago Time Homepage I am redirected to 'https://uchicago.cybershift.net/'.  Is this what should happen?

Employee Time Entry Questions

  1. What if my system is down and I can't log into UChicago Time?
  2. What if I forget to clock in or out?
  3. Can I clock in or out from a place other than my work station?
  4. What if my approver does not check my timesheet before it goes to Financial Services?
  5. How do I set the Uchicago Time login page as my homepage?
  6. After setting the UCtime login page as my homepage, how do I make the login page appear at startup of my PC?
  7. Why do some days for employees show as automatically approved even though the employee worked outside of their scheduled hours?
  8. How can I see the descriptions associated with the Job Dept and Job Assignment?
  9. Clocking off of one job and clocking on to another job immediately after causes errors -- how should I handle this?
  10. How do I set up a recurring reminder in Outlook to alert me when the payroll period ends?
  11. Monthly Employees: How do I record unpaid absences?

Accruals Questions

  1. What can I do if my accruals are close to being capped and I do not want to lose them?
  2. Where did you get the starting balance for my accruals in UChicago Time?
  3. Why do my accrual balances look different in UChicago Time than what I am used to seeing?
  4. Where do I see my accruals?
  5. How are my accruals calculated?

Approver Questions

  1. If a person clocks in early or late, am I permitted to change the time to fit the employee's schedule?
  2. When the office closes early for a holiday or other special event, will I have to manually change all of the employees' time or is there a way to globally change the time for a department via department code?
  3. How do I manually enter 24 hours on my employee's timesheet?
  4. What is the deadline for approving timesheets?
  5. What are ENT records?
  6. How do I remove already approved absences?
  7. How do I make a Permanent Schedule Change as a Super User?
  8. If I am a Medical Center employee with no CNetID and will only use UChicago Time to approve University employees, how do I log in?
  9. How can I see the descriptions associated with the Job Dept and Job Assignment?
  10. I am trying to add a lump sum code to my employee’s timesheet in the current pay period, but I am unable to enter in the amount due to the ‘Rate’ field being greyed out.

Report Questions

  1. What reports are available to Approvers?
  2. What reports are available to Super Users?
  3. Why do I get a blank screen when I open a report?

When should I start using UChicago Time?

If you are a staff or student employee, you should start using UChicago Time within the first two weeks of your hire. Check with your supervisor about availability. If you are biweekly-paid, you will need to begin recording you work time with UChicago Time as soon as your personnel forms are processed. Your unit's HR Administrator will inform you when to start using the UChicago Time system.

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What if my work schedule in the system is not correct?

Report any problems in your work schedule to your approver or to your supervisor.  Your approver or administrator will work with Human Resources Services to correct your schedule.  Meanwhile, continue to clock your work hours as normal.

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What if my information appears to be in error?

If any information appears to be in error, and you cannot correct it yourself, report the errors to your approver.

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Why can't I change my password on the UChicago Time login screen?

The Change Password check box on the UChicago Time login screen is inactive.  You can change your CNet password by selecting Change your CNet password on the CNetID home page.  If you don't know your CNetID, you may try to find it by looking for your contact information in the online Campus Directory (LDAP).

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Can UChicago Time notification emails be sent to a different Microsoft Outlook folder rather than my inbox?

UChicago Time notification emails can only be sent to the employee for whom it is intended, however, they come from distinct email addresses which can be moved to a specified folder instead of your inbox using an Outlook rule.

In Microsoft Outlook first create the folder to which you want to move UChicago Time notification emails, if you have not done so already.

Then, select Tools, Rules & Alerts, then New Rule.  The rules wizard window will pop up, where you will select Check messages when they arrive listed under start from a blank rule near the bottom.  Then click the Next button at the bottom of the screen.  Under Select Condition(s), click the check box for from people or a distribution list.

Under Step 2, click the underlined people or distribution list in the bottom field and enter uchicagotime@cybershift.com (enter the email address in the from field near the bottom).  To ensure that you only forward the automated summary messages (absence approvals and other notifications), you may want to also filter, under 'Step 1', by subject (Absence request approved for example).  By adding the filter, only automated summary messages will be moved.

Select Next, and the check box for Move it to the specified folder, and click the underlined specified link in the lower field to select the folder to which you wish to forward these types of messages.  Select Next, and enter any exceptions on the next screen.  If there are none, click Finish.  Make sure the check box next to your new rule is selected, and click Ok to activate your new rule.

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What do I do if I have extra qualifiers in my email address (e.g. cnet@bsd.uchicago.edu or cnet@surgery.uchicago.edu) and I need to forward my email?

Go here to forward to your cnet@uchicago email if your current email has extra qualifiers.

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What should I do if emails received from UChicago Time application are going to my junk mail?

If you are using Microsoft Outlook:
Open your Junk Mail Folder. Select an email sent from the UChicago Time application. Select Actions on the top left of the screen and select Junk Email. Select Add Sender to Safe Senders List and click OK on the notification box.

If you are using Xmail:
Select Options on the top right of the page and select Junk E-Mail from the left-hand side of the page. Under the Safe Senders List heading, insert the email address you wish to be shown in your Inbox. Select Add and then Save.

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Which internet browser versions are supported?

In alignment with the University and vendor supported internet browsers, we highly recommend that you use the older version of Firefox (e.g. 3.0.4); the same applies to Internet Explorer 7 and Safari 3.

Any recently updated versions are not supported. While the newer version could appear to work fine, the vendor is not committed to any support until sometime after the release which is usually between 6 - 12 months.  Therefore, any problems you may encounter using recently upgraded versions will not be supported.

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Why was I able to login but then received a 'page cannot be displayed' message?

When there is latency on the connection to UChicago Time which may occasionally cause you to see a "page cannot be displayed" warning.  To resolve this issue, log out and log back in to UChicago Time. 

Note:  You may need to log out and log back in more than once to access the system. 

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When I click on the 'Login' button on the UChicago Time Homepage I am redirected to 'https://uchicago.cybershift.net/'.  Is this what should happen?

There is no need to worry, being redirected to 'https://uchicago.cybershift.net/' is indeed the correct action.  That website is where the actual UChicago Time system is located.  That website is owned (but not created) by The University of Chicago.

This website (http://uchicagotime.uchicago.edu/) is the UChicago Time information website and is created and owned by The University of Chicago.

Since they are two separate websites the useful Login button on the homepage has been provided to access the UChicago Time system.

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What if my system is down and I can't login to UChicago Time?

If you cannot access the Web Clock, report the problem immediately to your approver and keep track of your hours on paper.  When the system becomes available, report any hours that were not clocked to your approver.  Your approver can insert your un-clocked work hours into your record to ensure you will be paid.

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What if I forget to clock in or out?

If you forget to clock in or out, report your work hours for that day to your approver so that your approver can correct your time record. Your time must be corrected in order for you to be paid correctly.

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Can I clock in or out from a place other than my work station?

Clocking in or out from a location other than your work station without permission from your supervisor is a form of falsification.  For further clarification reference The University of Chicago Personnel Policy Guidelines and/or your union contract.

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What if my approver does not check my timesheet before it goes to Payroll?

Policy requires that all of your time records be reviewed and approved. If your approver does not check your timesheet before the time is reported to Payroll, your approver should work with your local HR Administrator approve your records and to make any adjustments to errors on your time record. Adjustments to pay resulting from errors in UChicago Time will be reflected in a later paycheck.

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How do I set the UChicago Time login page as my homepage?

Internet Explorer

  • Go to http://uchicagotime.uchicago.edu/
  • At the top of the IE window, click the Tools menu.
  • Click Internet Options.
  • On the General tab, click the Use Current button.  This will make the UChicago Time login page your home page

Firefox

  • Go to http://uchicagotime.uchicago.edu/
  • At the top of the Firefox window, click on the Tools menu.
  • Select Options.
  • Click on Use Current Page.  This will make the UChicago Time login page your home page.

Safari for Mac OS

  • Pull down the Safari settings menu and select Preferences.
  • On the General tab, find the Home page url and click the Set to Current Page button.
  • Click the red Close button along the top of the preferences dialog.
  • Close and open Safari.  You should see your new home page.

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After setting the UChicago Time login page as my homepage, how do I make the login page appear at the startup of my PC?

  • Click on your computer's Start menu button.
  • Go to All Programs and locate the Startup link.
  • Right click the link and select Explore.  The Startup folder will appear.
  • Locate the link for your internet browser, right click the link, and select Copy.
  • Paste the link to the browser in the Startup folder.
  • You can now close the folder.  Next time you startup your computer, the internet browser will start automatically.

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Why do some days for employees show as automatically approved even though the employee worked outside of their scheduled hours?

Sometimes an employee will work outside of their default schedule but the day will still auto approve.  This case will happen mostly for employees who incur weekly overtime after working 40 hours in a week and are on a set schedule (a schedule other than an open shift).  If an employee works from 9am to 5pm Monday through Friday and either clocks on before the shift starts or clocks out after the shift ends, the day will still auto approve as long as no LE, LT, or OT records show on the employee's timesheet.  This means that an employee can clock on 15 minutes before their shift starts and clock out 15 minutes after their shift ends and the day will still auto approve as long as they have not crossed their weekly overtime threshold.

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How can I see the descriptions associated with the Job Dept and Job Assignment?

On the Report an Absence screen, select the radio button to the left of the row containing the information that you want to see.  Click on the View Item Description button.  The descriptions appear in the Dashboard area of the screen.  (Note:  In the Safari and Firefox browsers, doing this causes incomplete display of the timesheet.  Simply click on Report an Absence link again to see the timesheet.)

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Clocking off of one job and clocking on to another job immediately after causes errors -- how should I handle this?

If you are clocking off one of your jobs and are then going to clock on to a different job within 3 minutes, the second job's information might not register. Rather than clicking Clock Off for the first job, and then Clock On for the second, simply select your next job in the selection area and then click Change Job Assignment. This will clock you off of the first job and clock you on to the second.

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How do I set up a recurring reminder in Outlook to alert me when the payroll period ends?

  1. Open Microsoft Outlook and go to the Calendar.
  2. Double clock on the Monday of the payroll end date. If you would like to confirm the last payroll date, go to http://uchicagotime.uchicago.edu/ and look towards the top of the web page.   This is the last payroll end date.
  3. Populate Subject line; we recommend ‘enter or modify time for the previous pay period’ and select a time convenient time in the morning before the records are locked at noon.
  4. Click on the Recurrence button on the top of the screen and put 2 in the ‘Recurrence Pattern’ section to make it to read "Recur every 2 weeks." Click on OK.
    1. If you would like the reminder to only occur for a certain period of time, use the radio buttons to detail expiration after ‘x’ number of occurrences or until ‘x’ date in the ‘Recurrence Pattern’ section.
  5. Click on the Save & Close button and you have successfully set up a reminder to alert you every two weeks to enter or modify your time.

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Monthly Employees: How do I record unpaid absences?

If you are a monthly paid employee and you take an unpaid absence, you are required to report the unpaid absence on a paper form. The form is available here: http://adminet.uchicago.edu/adminforms/pdfs/monthly_absence.pdf. Please fill out the form, sign it, and submit it to your approver. Your approver should then sign the form and send it to the Payroll Department. Also, you should report any unpaid absences in UChicago Time on your Monthly Absence Report. Use the EAU code to report an excused unpaid absence.

What can I do if my accruals are close to being capped and I do not want to lose them?

If you are a biweekly paid employee who receives your accruals on the first of the month, you will want to ensure that you report and save all of your paid absence accrual time on the timesheet and/or use some of the accrual time, which is close to the cap, before the first day of the upcoming month.  You may also want to check with your HR Administrator to see if your department has any specific guidelines regarding when your timesheet should be updated.

If you are a biweekly paid employee who receives your accruals on Sundays after a pay period, you will want to ensure that you report and save all of your paid absence accrual time on the timesheet and/or use some of the accrual time, which is close to the cap, before the beginning of the Sunday after the next pay period.  You may also want to check with your HR Administrator to see if your department has any specific guidelines regarding when your timesheet should be updated.

If you are a monthly paid employee who receives your accruals on the first of the month, you will want to ensure that you record and save all of your paid absence accrual time on your Monthly Absence Report before the first day of the upcoming month.  Your Monthly Absence Report does not need to be submitted to receive your accruals, only saved before the first day of the upcoming month.  However, it is recommended that you save and submit your Monthly Absence Report by the last day of each month.

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Where did you get the starting balance for my accruals in UChicago Time?

When your department went live with UChicago Time, you signed a form verifying that the accrual amounts listed reflected your current accrual balance as of the date listed on the form.  These balances were loaded into the new UChicago Time system (the University's official source of record) and are used as a starting point for all accrual balances from that date forward.

Information regarding accruals can be found at the following links:
Vacation Policy
Personal Holiday Policy
Sick Leave Policy

Employees represented by a union will need to refer to their appropriate bargaining unit contract for information regarding accruals. 

All Monthly Absence Reports need to be submitted by the last working day of the month. If you are near the upper limit for vacation time accruals, any unrecorded vacation time by the end of the month could result in loss of accruals. 

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Why do my accrual balances look different in UChicago Time than what I am used to seeing?

UChicago Time calculates your accrual balances in hours and minutes and rounds as applicable.  Prior to UChicago Time implementation, your accruals were calculated in days.

For example:

If employee X is eligible for ten sick days per year:
the employee with 7.5 work hours per day will get 75 hours of sick time in a year.  75 hours equals to 4500 minutes and the system is awarding 375 minutes per month (which is 4500 minutes/12 months).  375/60 minutes = 6.25 hours.  This shows up as 6:15 for the monthly sick accrual.

Disclaimer: This example is meant to represent the hours and minutes conversion and is in no way indicative of what you as an employee are eligible to receive.

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Where do I see my accruals?

In UChicago Time, accruals are awarded the first of each month for the previous month.  These are reflected on the View Accruals report in the month that the accruals were awarded.  For example, accruals earned for May 2011 are awarded in June and are reflected on the June 2011 line of the report.

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How are my accruals calculated?

Accruals in UChicago Time are calculated in hours:minutes.  For example, if you work 7.5 hours a day and are eligible for three weeks vacation a year, you will be awarded 9.375 vacation hours per month. 9.375 vacation hours translates to 9 hours, 23 minutes, which will show as 09:23 on the View Accruals screen. Accrual formulas are based on University accrual policy (see following links for policy detail).
Vacation Policy
Personal Holiday Policy
Sick Leave Policy

Note: Employees represented by a union will need to refer to their appropriate bargaining unit contract regarding policy detail. 

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If a person clocks in early or late, am I permitted to change the time to fit the employee's schedule?

It depends.  An employee must be paid for any time worked.  By law, you should not subtract time from an employee's record.  You can always add time if an employee forgot to clock in, as long as you know the employee was at work during that time.

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When the office closes early for a holiday or other special event, will I have to manually change all of the employees' time or is there a way to globally change the time for a department via department code?

Since employees are on many different schedules, inserting some number, such as two hours, would only work correctly for part of the department.  After receiving appropriate approval, you could instruct employees to clock out when they leave (or come in late, in a weather related case, for instance).  If the employee is on a schedule, the system will automatically put in the time segment (unpaid) to complete the shift.  You can go into the system the next day and change the LT or LE to OAP.  For part-time workers who do not have a schedule, if you want them to be paid too, you would have to add a line and put in the OAP code. You could also ask employees to put the OAP codes in themselves. They can do so using the Report an Absence function.

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How do I manually enter 24 hours on my employee's timesheet?

Instructions for Manually Entering 24 Hour Shifts

UChicago Time assumes that any employee who has not logged out after 19 hours forgot to clock out and automatically clocks out the employee for the end time of their regularly scheduled shift.  The following are instructions for manually correcting timesheets for employees working 24 hours.

All changes should be made in the Detail timesheet.

Employees with a set schedule:

  1. Select employee Edit and Approve by Job Assignment for the day the shift started.
  2. On the bottom-most worked row, adjust the end time of the day.
  3. Click the Save All button on the bottom.
  4. Click on View All Payroll Details at the bottom of the records and uncheck Use System Breaks.
  5. Click on the radio button for one of the worked records and click on Add Row Below.
  6. Change the newly inserted record - WRK to BRK under 'Action'; click on magnifying glass on the Code and select BRK; enter start and end time of a break.
  7. Click Save All.
  8. Adjust worked records to account for BRK (break) time.
  9. Click Save All.

Employees who have an open schedule:

  1. Select employee Edit and Approve by Job Assignment for the day shift started.
  2. Click on View All Payroll Details at the bottom of the records and uncheck Use System Breaks.
  3. Click the radio button on the bottom-most worked row, and click on Add Row Below.
  4. Enter the additional time the employee worked on the new row.
  5. Click the Save All button on the bottom.
  6. Click on the radio button for one of the worked record and click on Add Row Below.
  7. Change the newly inserted record - WRK to BRK under 'Action'; click on magnifying glass on the Code and select BRK; enter start and end time of a break.
  8. Click Save All.
  9. Adjust worked records to account for BRK (break) time.
  10. Click Save All.

Disclaimer
All employees shall be paid one and one-half (1.5) times the basic straight-time hourly rate plus any applicable shift premium for all hours worked as directed by supervision in excess of forty (40) in one workweek.

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What is the deadline for approving timesheets?

The deadline for approving timesheets is noon on the Monday following the end of the pay period. Please check the home page of the UChicago Time website for the date of the current payroll closing.

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What are ENT records?

UChicago Time awards accrual entitlements to all benefit eligible employees working at the University.  The accrual entitlements show up on employee timesheets on the first day of every month.  The entitlement records will have an ENT code in the Action column on an employees timesheet which stands for Entitlements.  In the Code column, there are several different codes that will populate to inform the user if the entitlement was awarded or removed.  The entitlement codes that will show on the timesheet will either be VCA, SKA, PHA, VCR, SKR, or PHR.  The A in each code stands for awarded and the R in each code stands for removed.  Each ENT row will have an Hour value associated with that row that tells the user how many hours and minutes of the specific accrual was awarded or removed.  UChicago Time Approvers are not allowed to edit or delete ENT rows.

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How do I remove already approved absences?

There are two ways to remove approved absences depending on whether the date has passed already or not.

If the date has not passed: In UChicago Time select the employee in the Who section and select Add or Remove Scheduled Absences in the What section.  Select the appropriate date of the absence and click GO.  Select the appropriate absence type, absence code, and check Full Day Absence (or for less than a full day absence, enter the number of hours) and click Remove Absence.  (You can use the View Calendar button if you don't remember the details of the absence.)

If the date has passed (they worked on the absence day): In UChicago Time select the employee in the Who section and select Edit & Approve by Job Assignment in the What section.  Select the appropriate date of the absence and click GO.  Select the radio button next to the row with the absence; click on the Delete Row button, and click Save All

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How do I make a Permanent Schedule Change as a Super User?

In the Who field, select the employee you wish to change the schedule.
In the What field select Submit a Permanent Schedule Change.
In the From and To fields enter the effective date of the schedule change.  The dates in the From and To field should be identical.  (Note: the day selected in the From and To fields will be the start date of the new schedule).
Once all information is entered click Go.
Select the magnifying glass next to the box for Schedule and search and select for the new schedule.
A list of available schedules can be found on the UChicago Time website (http://uchicagotime.uchicago.edu/resources/ ).
If you do not find the schedule you are looking for, please contact UChicagoTimeSupport@uchicago.edu and they will be able to create a new schedule for you.
Once the schedule is selected, click Schedule Roster Change to apply the schedule.
You can click on View Calendar to see the new schedule on the employees scheduled work calendar.

Note: If another permanent schedule change has been made on the exact same day you are attempting to insert a new schedule change, you may get an error when trying to insert the new change. In this case you must first remove the existing permanent schedule change. To do so, with the same date selected, select Submit a Permanent Schedule Change agian and click Go.  On the bottom of the calendar click Remove Roster Change.  Once this is complete, you can now enter the new schedule using the steps above. 

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If I am a Medical Center employee with no CNetID and will only use UChicago Time to approve University employees, how do I log in?

If you have a UCHAD ID but do not have a University CNet ID, work with your University employees' HR Administrator to complete the Time and Attendance Non-Employee Approver Information form.  Once processed you will be able to log in using your UCHAD ID.  If you are a Medical Center employee and already have a CNetID, then you don't need to complete the Time and Attendance Non-Employee Approver Information form. In this case, you will be required to use your CNetID when logging into UChicago Time to approve your employees' time.

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How can I see the descriptions associated with the Job Dept and Job Assignment?

On the Edit & Approve by Job Assignment screen, select the radio button to the left of the row containing the work (WRK) time associated with the job assignment you want to see.  Click on the View Item Description button.  The descriptions appear in the Dashboard area of the screen.  (Note: In the Safari and Firefox browsers, doing this causes incomplete display of the timesheet.  Simply click on the Go button again to see the timesheet.)

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I am trying to add a lump sum code to my employee’s timesheet in the current pay period, but I am unable to enter in the amount due to the ‘Rate’ field being grayed out.

When entering a lump sum payment for an employee who is on a set schedule and not on an ‘open’ schedule, you will need to select the radio button next to the last record on the timesheet and then add a new row. Change the ‘Action’ code to BNS and then search for the appropriate lump sum payment code by selecting the magnifying glass next the 'Code’ field. Select the code from the list and then you should be able to insert the correct dollar amount for the lump sum payment in the ‘Rate’ field.

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What reports are available to Approvers?

The employees displayed in any given report depend on the selection in the Who field.  If you select '- My Team' before running a report, the report will show all employees you are permitted to see.

You can also run reports on select groups of employees. This is where the groups that begin with "- -" come in handy.  1 or 2 signifies being primary or secondary approver while M or B signifies approving for monthly or biweekly employees. For example, if your name is John Doe, "- - 1_M_JOHN DOE" will display all the Monthly employees for whom you, John Doe, are the primary approver.  "- - 2_B_JANE DOE" on the other hand would display all the Biweekly employees for whom you, John Doe, are the secondary approver, and for whom Jane Doe is the primary approver. 

Alternately, you can select an individual employee and run a report.

The following are summaries of the available reports:

Daily Attendance Report - This report displays the range of selected days and selected employees.  For a given day the report shows all the earnings codes on an employees timesheet and a total of hours for each code.  Please note that hours are listed in hours and minutes.  This report can be run by selecting My Team for approvers and by selecting -- Department Name for Super Users.

Accrual Status Report – This report displays accrual balances as they exist right now. Use it by selecting '- My Team' in the Who field. This report can be run by selecting My Team for approvers and by selecting -- Department Name for Super Users.

Schedule Vs. Worked Report – This report will display two sections for easy comparison of schedules and actual worked time. The left side shows an employee's schedule for the selected dates. The right side breaks down the time the employee actually worked. This way you can compare how well an employee is working to his/her assigned schedule. This report can be run by selecting My Team for approvers and by selecting -- Department Name for Super Users.

FMLA/STD Usage Report – This report shows all absence earnings code used per pay period ending date, dating back 12 full months. It shows how many FMLA, STD, and Non-FMLA hours were used in at least the last 12 months from the current date. If more than one employee is selected when running this report, each employee's report will begin on a new page with a header at the top. Some reports may run multiple pages per employee. Totals are displayed at the bottom each employee's report. This report can be run by selecting My Team for approvers and by selecting -- Department Name for Super Users.

Monthly Absence Report (MAR) Summary - This report displays all employees who have un-submitted or submitted but unapproved Monthly Absence Reports.  Unsubmitted MARs will show a status of UNSUBITTED. Submitted but unapproved MARs will show a status of SUBMITTED. Submitted and approved reports will not show in this report. The report only shows the MAR status for the most recent previous month. This report can be run by selecting My Team for approvers and by selecting -- Department Name for Super Users.

Overtime Hours Report – This report displays a summary of all overtime hours reported within a selected period of time for the selected employees. To see overtime usage for all of your employees, select '- My Team' in the Who field. Super Users can view it by department by selecting -- Department Name.

Vacation Threshold Report - This report lists any employees whose vacation accruals are within 80% of their allowed maximum. This report can be run by selecting My Team for approvers and by selecting -- Department Name for Super Users.

Late Arrival/Early Departure Report - This report lists biweekly employees who either arrived late (clock time is greater than schedule start time) or left early (clock time is less than schedule end time) for a selected time period.  This report does not include employees on an open schedule. This report can be run by selecting My Team for approvers and by selecting -- Department Name for Super Users.

Personal Holiday Balance Report - This report lists any employees that have a Personal Holiday balance.  This report can be run by selecting My Team for approvers and by selecting -- Department Name for Super Users.

Approval Needed Report - If you are an approver, always select - Me from the dropdown list when running the report. If you are a super user, select -Me to see unapproved records for those employees you approve, or select any approver's name to see unapproved records for their employees. This report has two sections. The first section shows employees for whom you are the Primary Approver and the second section shows employees for whom you are the Secondary Approver (the primary approver is also listed).  The two sections are each separated into three sub-sections alphabetically listing Monthly, Biweekly, and Monday employees.  If there is no data to display in a section, then that section will not show.

  • For Monthly Employees, it shows Monthly Absence Reports that are (re)submitted but unapproved.
  • For Biweekly/Monday Employees, it shows all unapproved time since the beginning of the current pay period.

The report may run slow.  If you're using Firefox a data loading message will show on the screen.  If you're using IE it will flicker for a while before showing the data.

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What reports are available to Super Users?

The employees displayed in any given report depend on the selection in the Who field.  If you select '- My Team' before running a report, the report will show all employees you are permitted to see.

You can also run reports on select groups of employees. This is where the groups that begin with "- -" come in handy.  1 or 2 signifies being primary or secondary approver while M or B signifies approving for monthly or biweekly employees. For example, if your name is John Doe, "- - 1_M_JOHN DOE" will display all the Monthly employees for whom you, John Doe, are the primary approver.  "- - 2_B_JANE DOE" on the other hand would display all the Biweekly employees for whom you, John Doe, are the secondary approver, and for whom Jane Doe is the primary approver. 

Alternately, you can select an individual employee and run a report.

The following are summaries of the reports available to super users (usually HR Administrators):

Timesheet Audit Report - This report is a little more complex than others. The purpose of this report is to track what changes were made to an employees time record. It shows you who edited the records, when it was edited, and the before and after picture of what changed in the record. You would use this report to resolve any issues about what happened historically to a time record to bring it to its current state. This report can be quite large because it generates a full page for every change on every record selected. For this reason, it's highly recommended to only run this report for a single employee on a single date.

A detailed guide for this report can be found on the UChicago Time website here: http://uchicagotime.uchicago.edu/resources/forms/Timesheet%20Audit%20Report%20Quick%20Tips.pdf

Earnings Code Report - This reports shows a total number of hours assigned to earnings code, by employee and job assignment. It's a good report for viewing time charged to a specific job assignment when an employee has more then one jon. To run the report, an employee (or approvers group beginning with "- -") and a range of dates.  From left to right this report displays: employees Approver, Employee name, employee ID, Employee Calc Code, Job Number, earnings Code, Hours and Amount.  The Code and Hours fields total out the number hours for a given earnings code for the dates you chose.  The Amount field will show any lump sum payments made to an employee, usually only associated with the LSP or HGD codes. 

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Why do I get a blank screen when I open a report?

Some reports are showing in a separate pop up window to allow them to be saved in different formats, including Microsoft Excel. 

In order to show the reports, add the uchicago.cybershift.net on the pop up blocker exception list on Internet Explorer (IE) or Mozilla Firefox. 

For Safari users, we recommend that you use IE or Firefox for reviewing reports.  You could also turn off the pop up blocker while viewing reports on Safari and turn it back on when youre done since Safari doesn't provide an option of creating an exception list.

In IE:
Click on Tools then pop up blocker and select Pop up blocker settings.  A new window will pop up.  Type uchicago.cybershift.net on the address of websites to allow and click Add.  You have now added the UChicagoTime application URL as an exception.  Log out of the UChicagoTime application if you haven't done so and re-login.  You should now be able to view the reports.

In Firefox:
Click on Tools then Options.  A new window will pop up.  Click on Content and click on Exceptions next to Block pop-up windows.  Type uchicago.cybershift.net on the address of websites and click on Allow.  You have now added the UChicagoTime application URL as an exception.  Log out of the UChicagoTime application if you haven't done so and re-login.  You should now be able to view the reports.

In Safari:
Click on Settings for Safari and click on Block pop-up windows to turn the pop-up blocker on or off.  You'll see a check box in front of the option. 

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