Changes to Reporting Time and Time Away from Work

KEY CHANGES:

  • New process for all employees for reporting hours worked and time away starting with the December 23 pay period
  • Bi-Weekly staff will need to submit their December 23 – January 5 time card through the new IC HR Cloud upon returning from Winter break between January 2 and January 6
  • Other important details for all staff included below

We are pleased to announce that the College will begin using a new time card, paid time away, and payroll process through IC HR Cloud, beginning with the December 23, 2019 pay period, replacing the current process through Parnassus.

The change is intended to streamline the timekeeping process for all employees, including supervisors. IC HR Cloud will improve payroll processing efficiency and provide employees and supervisors with up-to-date information about hours worked and available absence (PTA) balances.

Key features

One of the most exciting features of the Time and Absence app through IC HR Cloud is its ability to be used via mobile devices. We recognize that our employees are always on the go, so this new system will allow you to request time away, submit time cards, and approve time cards all from your mobile device, anywhere you may be.

Submitting Time: Hours Worked

In order to administer payroll and process checks or direct deposits through the new system for the first pay period in the new year (January 10 for Bi-Weekly), we will need all bi-weekly staff to submit their December 23 – January 5 time card through IC HR Cloud upon returning from Winter break. IC HR Cloud will open for time card entry on January 2, 2020 and time cards will need to be entered and approved no later than Monday, January 6, 2020.

Requesting Absences: Paid Time Away

Another exciting feature of this process is that employees will be able to submit requests for absence (PTA) directly to their supervisor using the new Time and Absence app in the IC HR Cloud, and once approved the absences will transfer automatically to one’s time card, or in the case of semi-monthly staff, automatically adjust absence (PTA) balances.

Although semi-monthly staff members do not need to complete an actual time card, absence (PTA) requests for specific time periods should be submitted in IC HR Cloud prior to the start of the pay period. Semi-monthly staff members can start requesting absence (PTA) through IC HR Cloud in January for the January 1 – 15, 2020 time period.

Approving Time and Absences

As always, supervisors should set aside time each pay period to review and approve time cards. With the implementation of the new process, supervisors will also be approving absence (PTA) requests through the system separately from the time card approval process.

It is imperative that supervisors review and approve time cards in a timely manner. In the event that a time card is not approved by the cut-off date for a specific payroll, the system will auto-approve and move the time card forward for payroll processing.

Training on the Time and Absences App

The Office of Human Resources will be providing training sessions for employees on submitting hours worked and requesting absences (PTA) beginning in December. Training sessions for supervisors on the approval process will also be held in December. Drop-In hours will also be available on January 2nd, 3rd, and 6th. For a full list of training dates and to sign up, please click here.

As always, questions regarding the implementation of IC HR Cloud, the changes in the new time card process, or navigating absences can be directed to humanresources@ithaca.edu.

Originally published in Intercom: Changes to Reporting Time and Time Away from Work