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Program

Setting up Electronic Timesheets

• Setting up Timesheet Groups in *DEFINE EG1 (links mainframe to Web)
• Creating Your Electronic Timesheets (how to create timesheets)
• Approving Electronic Timesheets (for supervisors to approve timesheets)
   
• Start your timesheets [UT EID required]

Setting Up Timesheet Groups in *DEFINE EG1

You must be on a *DEFINE desk and view that can access EG1 for your department.

1. Steps for setting up timesheet groups in *DEFINE-EG1
2. Enter *DEFINE; go into command EG1.
3. On the EG1 screen, type ADD in the Action field; press ENTER. Make sure that the Group Function is TIM, and the Group Type is R.
4. Enter up to a 15 character name for this group in the Group Name field (*remember: this is what the group will be referred to in future applications, so make it something logical)
5. Enter a description for this group in the Group Description field (optional)
6. Next, define the routing scheme for this group by entering the signers in the Contact ID field along with their role in the Role field. Signers should be identified by their UT EID. The role for a signer is simply where they are in the timesheet routing path. For example, a timesheet will route to the S1 signer first, and then to the S2 signer, etc. S1 is typically the supervisor, and S2 is the final department timesheet approver or timesheet maintainer.
7. After entering the routing scheme for this group, press ENTER.
8. To add a group member, simply, input employee’s UT EID , then press ENTER. If you run out of lines, press the Space Bar on top of cursor after the More Members.
9. To add another group, simply repeat steps 2 through 8 above. To view groups for your Unit, press the PF3 key.
   
   * Since all audits for a timesheet have not been automated in the electronic timesheet, it is VERY important that the vacation/sick leave maintainer is a signer, preferably the final signer, for all groups they maintain.

Creating Your Electronic Timesheets

1. If you haven't already claimed your UT EID, you must do so before attempting to fill out your time report (see 'How to Claim Your UT EID' above).
2. Launch your browser; go to: https://utdirect.utexas.edu/pntime/
3. Logon to the application by entering your UT EID and password.
4. If this is your first time to fill out an electronic time report, you may need to add yourself to a group. Click on Reporting Groups. Select your group, making sure that the Group Signer is the person who normally signs your timesheets. Click on the button Click Here to Save Changes after making your selection.
5. To create a time report, begin on the home page and enter the day, month, and year of the week you wish to report. You may enter any day of the week and the application will show you a report for that week. Then, use your mouse to click on the button that says 'Submit Request'. This will take you to a page titled Weekly Time Report, which is where you will actually be filling in the time you worked. The report summary displayed on the home page also allows you to create a timesheet for a week by clicking on the corresponding date under the 'Week' heading.
6. If you are not yet ready to send this time report to you supervisor, click on the Save for later button, followed by Submit Request. If you wish to delete a timesheet for any reason, click on the Delete button, followed by Submit Request. The timesheet will delete immediately.
7. When you are ready to send the timesheet to your supervisor, click on the Sign and Send to Supervisor button, then click on the Submit Request button - you'll get a new page verifying that your time report is awaiting your supervisor's approval.
8. To view previous time reports that you have filled out, click on the Home button on the left side of the page - this will take you back to the first time report screen. At the bottom of the page is a timesheet summary. Enter the date of the first timesheet you wish to view and click on Submit Request. This will bring up a list of timesheets created since the date you entered. It will also list the group name, timesheet status, and a summary of hours reported. There are three status types:
   • Created - the timesheet has been saved, but not sent to the supervisor.
   • Pending - the timesheet is waiting for approval from one of the signers.
   • Approved - the timesheet has received final approval, and the hours have been posted.
Select the timesheet you wish to view by clicking on the date of the timesheet.
9. When a timesheet is in pending status, it can be recalled by following the step above. After you find a specific past timesheet you want to revise, click on the button marked Recall this Time Report. You can then make any necessary changes, and send it back to your supervisor.
10. Do not forget to click on the Logoff button when you are finished, as this is a secured application.

Approving Electronic Timesheets

1. Launch your browser; go to: https://utdirect.utexas.edu/pntime/
2. You will need your UT EID to sign employee time reports. Click on the button My Inbox or on the left side of your timesheet page. This will bring up your inbox.
3. From your inbox, select timesheets to sign and then click the button marked Select Documents. Or just click the button labeled Select All Documents to approve them all. You would not need to mark the box next to the individual timesheet with this 'All' option.
4. Once you have chosen a viewing option, the first time report will come up on your screen. After auditing a time report, you may sign it by clicking on the Approve button, then clicking on Submit Request. After approval, the next time report selected will automatically appear.
5. If the time report did not pass your audit and needs to be corrected, you must click on the Return to Employee button, indicate why it is not approved in the note section below, then click the Submit Request button, to return the timesheet for corrections.
6. If you do not want to approve the timesheet yet, and do not want to return it, click on the Skip button, followed by Submit Request.
7. Once the timesheet receives final approval from the vacation/sick leave maintainer, the balances will be posted in *DEFINE-ET3.
8. You can also view timesheets by group. From the Navigation Menu on the left side of the page, click on the link that says Group. This will take you to a page titled Time Reports for Group. If you have more than one group, select the group you would like to look at, the date of the beginning of the work week you wish to review, and click the Submit Request button.
9. Do not forget to click on the Logoff button when you are finished as this is a secured application.