Oregon State University

What's New in EmpCenter

Unapproved Timesheets - Change in Process May 2019

We are making a change to how missed timesheet approvals in EmpCenter are gathered for hourly employees after the pay period closes.   

The current process involves the business center sending paper reports for approval to supervisors on a quarterly basis.  This involves a great deal of processing and paperwork for everyone involved.   

The new process uses DocuSign to eliminate the paper reports and will be completed monthly instead of quarterly.  If you miss an approval in EmpCenter, DocuSign will email you directly – including daily reminders – for each timesheet that was not approved but had hours worked for the pay period.  You then log in to DocuSign, review the hours worked, and approve the timesheet by signing the report.  The system will send a confirmation email to you, then send the approved report to Nolij for storage.

What happens if I don’t agree with the hours on the timesheet?

Enter notes in the comments box on the report in DocuSign explaining the issue with the hours on the timesheet then sign the form.  The business center will review any certification report with comments. 

Why do we have this process?

The university receives federal funding – including work study funding and grants – that has specific requirements for approval of hours worked on those funds.  If we are found to be out of compliance with the funding requirements we could lose all federal funding.  It is important to approve timesheets each pay period to fulfill our obligations.

How can I avoid getting these emails from DocuSign?

EmpCenter (the system of record for the timesheets) will send you email reminders when timesheet approvals are due.  If you complete your approvals in EmpCenter you will not receive any emails from DocuSign.

If you are going to be out of the office during the regular EmpCenter approval times, you can delegate your employees’ to another supervisor.  See the FAQ for instructions on how to delegate timesheets.  If you are unsure of timesheet approval deadlines, see the Timesheet Deadlines reference page. 

What do I do if my employee hasn’t submitted the timesheet by the deadline?

You can approve the timesheet in EmpCenter even if your employee has not submitted it.  As the supervisor, you are responsible for knowing the hours your employee worked. 

Where can I find information about using DocuSign?

For instructions on using DocuSign, see the resources page for Signers

When will the certifications be sent out?

The timesheet reminders from DocuSign will be sent out by the 25th of the month – some months may be a little earlier depending on the payroll processing times.  However, because of the holiday, this month’s emails will be sent out by the first week of June.   

Who do I contact if I have questions?

Please contact your business center using the Contact link. 
 


EmpCenter 19.1 Upgrade - Completed March 23, 2019

Empceter was upgraded to the latest version, 19.1, on Saturday, March 23rd.  Version 19.1 has a few new features and changes.  Below are the highlights of the changes to the system.

All Employees:

1. Enter My Hours link changed to My Timesheet

The link to access your timesheet is no longer labeled Enter My Hours; it is now labeled My Timesheet:

16.2 dashboard with enter my hours link highlighted and 19.1 dashboard with my timesheet link highlighted

2. Attachments for time off requests

Time off requests now allow attachments. 

time off request screen with attachment link highlighted

Simply click on the link to add an attachement.  The file must be less than 10MB and can be pdf, jpg, png, tif, doc, docx, xls, xlsx, or txt file type.  See this FAQ for more information. 

3. Time off requests impact on future requests

When creating a time off request, the system will evaluate the impact of the current requested time off on any future requests that have already been approved.  If you will not have enough leave for the future request, the system will generate an exception:

time off request showing exception of not enough leave for a future request

You can either change the leave used for the current request or cancel the future request and resubmit it with a different leave type.

4. Approved time off request emails include calendar attachment:

When a time off request is approved, the email notifying you of the approval includes a calendar attachment to allow you to add the time to your email calendar:

email with calendar attachment for approved time off dates

Click on the attachment to open the calendar invite.  See this FAQ for more details.

Clocking Employees

If you submit the timesheet or your supervisor approves the timesheet before the end of the pay period, a punch in or out using the web clock or a physical time clock will automatically unapprove the timesheet.  You can also still recall the timesheet or your supervisor can unapprove the timesheet.

Supervisors

Supervisors can now create time off requests for their employees from the Review Time Off Requests page:

time off request summary page with create new request for employee link highlighted

Simply click on the Create New Request for Employee link to start the process.  See this FAQ for more information.

 

 

 


Looking for Essential Pay information?  Click here for the information posted in August 2017.

 


Looking for grad student or Oregon Sick leave announcements?  Click here for the information posted in January and March 2016.

Contact Info

Copyright ©  2019 Oregon State University
Disclaimer