Georgia Tech Human Resources
Time & Labor
Time & Labor
Key information and resources on time reporting, leave management, payroll procedures, and dual appointments for both employees and managers
How can GTHR Time & Labor Team Help?
What is OneUSG Connect?
- Provides support for One USG Connect via OneUSG ServiceNow and ASC ServiceNow tickets regarding Time and Labor
- Processes biweekly and monthly payroll
- Provides support to the campus regarding all time reported via OneUSG Connect
- Provision of employee time profiles for OneUSG Connect
- Supports processing of regular absences, such as vacation, sick, and education support leave
- Manages ASC Knowledge Base Articles (Time and Labor)
- Processes dual appointments agreements for GT
- Conducts training sessions for campus when needed
Submit “ServiceNow” ticket to request training for your department
OneUSG Connect is a system-wide initiative to develop and implement a consistent approach to policies, procedures, and technology solutions that benefit the University System of Georgia (USG), in an effort to reduce costs, streamline processes, and have uniform guidelines with centralized support.
Time & Labor Reporting Policy Review
Timely and regular attendance is an expectation of performance for all employees at Georgia Tech.
Employee Responsibilities
- Non-exempt Employee Responsibilities
- Non-exempt employees must accurately report all hours worked and any leave taken during the established workweek. Such records must document hours actually worked, rather than hours scheduled to work. Each non-exempt employee is responsible for ensuring that all time worked and leave taken are accurately reflected on their timesheet, and the timesheet must be approved by the employee by the established payroll approval deadlines. Failure to approve the timesheet by the established deadline may jeopardize ontime processing and receipt of employee pay.
- Exempt Employees Responsibilities
- Exempt employees (staff and faculty) only record exception time on the timesheet.
- Primary Approver Responsibilities
- The Primary approver is typically the direct line supervisor with authority to approve or deny leave. The primary approver is responsible for ensuring that all time and leave records are current and accurate for their areas of responsibility. Managers with timesheet approval responsibilities are required to approve timesheets for their direct reports as required by the institution’s established payroll approval deadlines.
- If primary approvers are not available to approve timesheets in accordance with the established approval dates, their responsibility must be delegated to an authorized and approved proxy.
Resources
Leave Policies
Reporting and Requesting Time Off
All Georgia Tech employees are required to request and report their time off.
Vacation
- Classified full-time/part-time staff and some faculty employees are eligible to accrue vacation time.
- Academic faculty from an academic unit who are appointed on a nine-month basis do not accrue vacation during the academic year.
- To determine your eligibility for vacation time, you may view the Georgia Tech Vacation Policy.
- To request vacation time, visit Employee Self-Service in OneUSG Connect. View instructions here.
Leave & Time Away from Work
Click here to learn more about taking time away from work for illness or life events.
Best Practices
Employees:
- Report time as it is worked in OneUSG Connect.
- Report time away from work.
Managers:
- Approve hours regularly instead of at the end of the pay period. This results in fewer payroll errors.
- Regularly check the hire/rehire/transfer’s employment status.
- Designate a Time and Absence Approver.
Most Used Knowledge Base Articles
Knowledge Base Articles require users to log in using Georgia Tech credentials.
Verifying and Approving Employee Time Worked
This article provides general information and instructions for verifying and approving employee time worked.
Read Article
Viewing and Updating Employee Time Elements
This article provides information such as changing employee schedules, managing exceptions, and requesting time element changes such as time reporting method, overtime status, and auto meal deductions.
Read Article
Managing Employee Absence Requests
This article provides information and instructions for approving, denying and cancelling employee absence requests.
Read Article
Managing Prior Period Adjustments
This article provides information on processing late timesheets.
Read Article
Understanding Payable Time
This article covers a range of topics regarding payable time such as understanding overtime vs compensatory time, shift differential, call-in pay, rounding rules, and how to view payable time.
Read Article
Managing Employee Variant Time Worked
This article covers emergency call back pay, on call pay, shift differential pay, deferred holidays and campus closures.
Read Article
Time and Absence Security Roles and Navigations
This article describes Time and Absence security roles within OneUSG Connect. The access each role provides, and the different navigation paths used based on these roles.
Read Article
Reviewing and Approving Time in TL Approval Compliance
This article provides the steps necessary for reviewing and approving hours batch approved by central payroll.
Read Article
Reporting Time – Online Timesheet
This article provides information and instructions for hourly employees who manually enter time worked via Online Timesheet.
Read Article
Reporting Time – Web Clock
This article provides information and instructions for hourly employees who enter time worked using Web Clock.
Read Article
Reporting Time – Physical Time Clock
This article provides information and instructions for hourly employees who enter time using a physical Time Clock (time collection device).
Read Article
Reviewing Absences
This article provides the steps necessary for employees to view submitted absence requests and balances.
Read Article
Submitting Absence Request
This article provides general information and steps for employees to properly enter requests for time away from work.
Read Article
Submitting and Reviewing Extended Leave Request
This article describes the steps necessary to request an extended absence.
Read Article
Reporting Time – Web Clock
This article provides information and instructions for hourly employees who enter time worked using Web Clock.
Read Article
Reporting Time – Physical Time Clock
This article provides information and instructions for hourly employees who enter time using a physical Time Clock (time collection device).
Read Article
Tools for Managers
Georgia Tech ‘Reports To’ Queries
Navigation to run queries in OneUSG Connect:
OneUSG Manager Self Service > System Manager Reporting > Georgia Tech Reports To
Missed or Incomplete Punches
Note: Enter Begin Date/End Date, Employee ID or HR Department, and Company (030). Click ‘View Results’
Reported Time Not Approved
Note: Enter Begin Date/End Date, Employee ID or HR Department, and Company (030). Click ‘View Results’
Employee Absences Not Approved
Note: Enter Employee ID , Pay Period End Date, and Company (030). Click ‘View Results’
Dual Appointment Toolkit
USG Dual Appointment Automated Process
We are excited to announce an enhancement to the Dual Appointment process within the University System of Georgia (USG). This improvement aims to increase efficiency, accuracy, and the overall experience for all involved.
Dual Appointment Coordinator
Tori Stewart
tstewart@gatech.edu
404-360-7446
What is the Dual Appointment Process?
It allows an employee to work for more than one institution within the USG simultaneously. See Brief Description of Dual Appointment Agreement below for additional details.
Key benefits of the automated process include:
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- Digitized and automated intake process
- Streamlined workflows
- Electronic approvals
- Standardized invoicing schedule
- Centralized data entry and processing
What does this mean for you?
Starting March 1, 2025, a new intake and approval process is in place for dual appointment agreements.
For further information, including the link to the new intake form, job aids, and training recordings, please visit the Dual Appointment Resources Toolkit.
If you have questions or need assistance, please contact your institution’s Dual Appointment Coordinator.
Brief Description of Dual Appointment Agreement
The employment of staff, faculty, and students at two or more institutions within the University System of Georgia (USG) during the same period of time is a recognized method of keeping costs to a minimum and maximizing resource utilization across USG.
Dual appointments may be requested when a Requesting Institution is in need of specific knowledge and/or skill set from an employee who is currently working at another institution (Home Institution) in the University System of Georgia (USG) and:
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- Approval requirements have been met,
- The transaction is in the best interest of the USG, and
- Such service will not have a detrimental effect on the employee’s Home Institution work commitment.
Helpful Hints:
- Dual appointment requests should be submitted as soon as possible due to the lengthy approval process.
- It is best practice to check with Human Resources to determine if the individual chosen to complete the task/assignment is an employee of another USG institution.
- If the employee is not identified as a USG employee until the transaction reaches HR for entry, the payment to the employee could be delayed up to two months.
- The initiators of the agreement should monitor the process and check in with the Dual Appointment Coordinator throughout the process for status updates.
- Budget amendments and check requests are required for the process. Prepare in advance when possible.
- Dual appointment agreements cannot cross fiscal years. If the assignment/task will cross fiscal years, two requests must be submitted.
- Dual appointment agreements ending at or near the end of the fiscal year will need the budgeted funds encumbered due to not receiving invoices until after the work has been completed. Please work directly with the dual appointment coordinator for this process.