As one of the goals to enhance support services through the use of technology, the University Payroll Department will implement (ITAMS) an internet-based time & attendance management system that will eventually replace the paper-intensive reporting method currently in place.

With cooperation from Human Resources and Computer Services, the Payroll Department will roll-out the system in phases to the University community. Use of the web-based system will result in more efficient handling of employee time and leave information for the University.

Phase I of the project will involve the replacement of the current time and leave reporting paper process with electronic entry, and will eliminate the manual entry of data into the University’s HR/Payroll system.

What’s changing with this new system?

Beginning in Phase I, employees and department timekeepers in the pilot group will enter employee time and leave information into ITAMS electronically, instead of forwarding paper forms to the Payroll Department. ITAMS also provides additional user features that includes leave tracking, and the ability for employees and their supervisors to review up-to-date leave balance information.

ITAMS Goals:

• Report hours worked and leave taken electronically via the web
• Efficient and streamlined business processes
• A system which facilitates and ensures compliance with regulations
• Capture of data once at the source
• Elimination of paper (except where required by the State/System)
• Timely and accessible data

• Exempt Employees – will record leave hours taken on a semi-monthly basis via web-based screens. The employee will then electronically route the completed timesheet to the supervisor or designated timekeeper or contact for approval.
   
• Non-Exempt Employees – will record hours worked and leave taken on a weekly basis via web-based screens. The employee will then electronically route the completed timesheet to the supervisor or designated timekeeper or contact for approval.
   
• Hourly Employees – will record hours worked and leave taken on a weekly basis via web-based screens. The employee will then electronically route the completed timesheet to the supervisor or designated timekeeper for approval.

• Supervisors of exempt, non-exempt and hourly employees will electronically approve timesheets of the employees they supervise.
   
• In the absence of the supervisor, department timekeepers, payroll and human resources contacts will have the authority to approve timesheets.

• Where practical, departments will have the option to designate a timekeeper to enter time and leave information into ITAMS for department employees. This would work especially well situations where employees do not have access to a computer, or in situations where employees are absent.
   
• Where practical, departments will have the option to continue to allow a timekeeper to record hours and leave for employees, instead of the employee accessing the system.
   
• Timekeepers will have the ability to approve timesheets in the absence of a supervisor.

• The University will continue to utilize Payroll and Human Resources contacts within departments. These contacts will also have the authority to approve department timesheets in the absence of a supervisor or timekeeper.