Web Time Entry (WTE) for nonexempt employees and hourly students is coming!!!

1. Web Time Entry (WTE) for nonexempt employees and hourly students is coming!!! Administrator’s Forum – September 11, 2012

2. WTE Benefits • Eliminate paper time sheets for nonexempt staff and students paid on the bi-weekly payrolls. • Time can be entered and approved via Esther from any internet location - employee/student records hours worked and/or benefit time taken - supervisor/approver reviews and approves employee timesheet - overtime will be calculated automatically using standard university policies • Normal electronic time sheet deadlines will be extended to Monday of the pay day week - employees and students will submit by 11:00 a.m. - supervisors/approvers will approve by 5:00 p.m. that same day. • Emergency situations (e.g. weather conditions that close the campus) can be handled with more ease using an electronic process. • Benefit time reported on the time sheet will also update leave balances for nonexempt employees. The present paper time and attendance reports (TAR) for nonexempt staff will not be needed once WTE is implemented in each department.

3. Project approach • Focus Groups Administrators from a variety of academic and administrative areas participated in presentations on the product and provided feedback on the project. • Initial alpha test groups All of MHMP nonexempt employees and hourly students in the Finance Division will be using WTE by the end of September. • Campus pilot groups Three groups of volunteers from various areas of campus will begin using WTE during October/November. • Campus rollouts The project will take a brief break in mid-November and will recommence in late January 2013. At that point, new groups will be added every two weeks based on the non-exempt staff and hourly student pay calendars. • Training Employees, students and approvers for a department or group of departments will be trained on the Thursday or Friday prior to the beginning of the staff pay period when they will begin using WTE. Payroll trainers will interview department administrators in advance to prepare for implementation. • Completion No more paper timesheets and no more paper TAR’s!

4. Ongoing Project Team • Payroll- Bobby McBride, Gwen Aldridge, Marian Saldivar, Cristian Guajardo and Renee Williams • Administrative Systems –Tricia Bosarge and Stephanie Turner • Human Resources – Elaine Britt, Angela Lipari and Veronica Villasenor • With support and input from: • Randy Castiglioni, Associate Vice President for Administrative Systems • Kathy Collins, Vice President for Finance • Mary Cronin, Associate Vice President for Human Resources • Tessie Skulski, Assistant Controller - Disbursements • Evelyn Stewart, Controller

5. More details will be available when your area is trained. If you wish to volunteer for the pilot rollout phase or to learn more about the rollout process, email payroll@rice.edu or tskulski@rice.eduor call Tessie at x 4004