Frequently Asked Questions

General Questions

What is EmpCenter?

EmpCenter is a web-based browser supported software program used to automate the processing and approval of hours worked and taken, and requests for and approval of planned absences. It also allows for online viewing of leave balances

What is the benefit to us for using this technology?

The primary goals for implementing EmpCenter are:

  • Eliminate the manual time card process currently utilized by non-exempt employees
  • Uniformly apply attendance rules across the entire University
  • Eliminate custom modifications in our current software
  • Manage absence requests and approvals by administrators
  • View leave balances online
  • Apply green/environmentally friendly practices
  • Reduce storage of paper forms
  • Eliminate archaic manual processes and thereby save both time and money
  • Create audit trails
  • Standardize practices and procedures

Exactly who is affected by the change and how?

  • EmpCenter will touch all non-exempt employees. Paper timecards will be eliminated and some type of electronic means will be used to capture time worked.
  • EmpCenter will affect all employees who are eligible for any type of leave. Electronic entry of planned absences and leave taken will be required.

Will I have to clock in and out?

This decision will be at the discretion of the Deans and VP's. Consistency is preferred.

How soon will it start?

Implementation began on February 4, 2013, with a requirements gathering workshop with WorkForce Software, the company from which we are licensing the EmpCenter software. Configuration of the system and testing will be conducted in the coming months, with an anticipated Go-Live by the end of summer, 2013.

How will it be implemented?

here will be a phased approach to the implementation across both campuses and all locations.

My supervisor allows me to flex my hours each work day both for the number of hours worked for a particular day and/or for the start and end times. Will I have the same flexibility with the new system?

Managers will continue to have the authority to allow you to flex your hours within the guidelines of University rules and wage laws.

Will I need to clock in and out for lunch breaks or when I travel for work related activities to other locations on or off campus?

To be decided based on system configuration and the decision made by your V.P. or Dean as to how time will be captured within your unit.

How will the supervisors and key managers be identified and verified?

We will work with departments to identify and verify that the appropriate manager has access to approve time worked and taken and planned absences.

Will there be training?

We will utilize a Train the Trainer approach and classes will be held on campus for users, approvers, and administrators. Training will initially be scheduled in the summer with ongoing training provided after that.

Will I need to clock in my work time through a special piece of hardware like a time clock?

The preference is that all time will be collected through your desktop or laptop computer through a “web clock” that will be accessible. However, some departments may require a data collection terminal (DCT) to collect your time. That decision will be left to the discretion of your manager.

If I am a Timekeeper, can I adjust my own timecard?

No, your Supervisor will need to make corrections.

We employee many students who currently have no access to computers. Can we clock/enter the time for them?

No, they will need to have access to the appropriate collection device – in this instance a computer (web clock) to enter their time.

I am part-time exempt employee and work across multiple departments. How will my timesheets be handled?

You will have the ability to enter time by Job Code. Each Job Code will submit a timesheet to the designated Supervisor for approval.

We have several part-time exempt employees who work across multiple departments. How will we know if they work over their allotted time – in this instance 25 hours?

The system will generate emails to all supervisors notifying them if the employee goes over their allotted hours.

What happens if our computers are down or the network is inaccessible? How do employees record their time?

A sheet for manual timekeeping is available from Payroll in the event of a temporary outage. Supervisors will be responsible for entering the employee time.

Is there a special browser I need to install in order to access EmpCenter?

EmpCenter will work with Internet Explorer 7 and above, Safari, Firefox and Chrome.

Will we have access to an archive of old timesheets?

A one year history will be available in EmpCenter starting from the Go Live forward.

If there is a leave request generated in the system which has not been approved by the Supervisor, will a notification be generated that the Supervisor has a pending request?

It is the Supervisor’s responsibility to periodically review EmpCenter for open requests.

Is overtime allowed?

That is up to the employee’s Supervisor.

Can I request time-off the day of the event, after the event or for an event in the future?

Yes, EmpCenter is configured to enable all three methods.

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