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Time Out Schedules

 

UNI Workflow routes requisitions, timecards, and budget adjustments for approval. Each routing includes notifications to users (preparer and approver). If the approver does not act on a notification within the defined timeline, the notification will time out and be returned to the preparer.

 

Staff who will be out of the office and wish to have their notifications sent to someone in their absence should use Vacation Rules to establish a proxy. Click here for directions.

 

Requisitions | Weekly Timecards | Monthly Timecards | Budget Adjustments


Requisition Time Out Schedule

 

Requisitions not approved within 4 days of receipt will:

 

  • either time out and be returned to the preparer or
  • automatically route to the next level approver (when one is defined).
  • If the next level approver does not approve in 4 days, the requisition is returned to the preparer who must resubmit for approval

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Weekly Timecard Time Out Schedule

 

Weekly Timecards will follow the time out schedule:

 

  • Tuesday at noon
  • Wednesday at noon
  • Wednesday at 5:00 pm
  • e-mail notifications are sent at 7:30 a.m. each weekday and at 12:30 pm on Tuesdays and Wednesdays.

 

If the Supervisor is the designated approver:

 

  • Timecards submitted before 7:00 a.m. on Tuesday will be routed to the Supervisor. Supervisors will receive an email notification at 7:30 a.m. on Tuesday.
  • If the timecard is not acted upon by noon on Tuesday, it will be routed to the Supervisor’s Supervisor. The Supervisor’s Supervisor will receive an email notification at 12:30 on Tuesday.
  • If the timecard is not acted upon by noon on Wednesday, the timecard will timeout and be sent back to the employee.
  • Employees will receive an email notification on Thursday morning that the timecard has timed out on approval.
  • Timecards in the Timed Out status can be resubmitted for approval by the employee or acted upon by the departmental Timecard Manager.

 

If a Timecard Approver is the designated approver:

  • Timecards submitted before 7:00 a.m. on Tuesday will be routed to the Timecard Approver (TCA). The TCA will receive an email notification at 7:30 a.m.
  • If the timecard is not acted upon by noon on Tuesday, it will be routed to the Supervisor. The supervisor will receive an email notification at 12:30 p.m. on Tuesday.
  • If the timecard is not acted upon by noon on Wednesday, it will be sent to the Supervisor’s Supervisor.
  • The Supervisor’s Supervisor will receive an email notification at 12:30 on Wednesday.
  • If the timecard is not acted upon by 5:00 pm on Wednesday, the timecard will time out and be sent back to the employee.
  • Employees will receive an email notification on Thursday morning that the timecard has timed out on approval.
  • Timecards in the Timed Out status can be resubmitted for approval by the employee or acted upon by the departmental Timecard Manager.

 

Once a timecard is approved it will route to Payroll for processing. Payroll will process all approved timecards on Thursday mornings. Timecards must be approved prior to Thursday morning to be included in that week’s processing.

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Monthly Timecards

 

Monthly Timecards will follow the time out schedule:

 

  • 5th at 5:00 pm
  • 9th at 5:00 pm
  • 13th at 5:00 pm

 

If the Supervisor is the designated approver:

  • Timecards submitted will be routed to the Supervisor. Supervisors will receive an email notification the day after the timecard is submitted.
  • If the timecard is not acted upon by the Supervisor by 5 pm on the 5th, the 9th or the 13th, it will be routed to the Supervisor’s Supervisor. The Supervisor’s Supervisor will receive an email notification.
  • If the timecard is not acted upon by 5 pm on the 5th, the 9 th or the 13th, the timecard will timeout and be sent back to the employee.
  • Employees will receive an email notification that the timecard has timed out on approval.
  • Timecards in the Timed Out status can be resubmitted by the employee or acted up on by the departmental Timecard Manager.
    • Example 1: John Doe submits his timecard on the 3rd of the month. The supervisor has until the 5th to act on the notification. If the supervisor does not act on the notification it will route to the Supervisor’s Supervisor. The Supervisor’s Supervisor has until the 9th to act on the notification. If it is not acted on the timecard will time out and be sent back to the employee.
    • Example 2: Jane Doe submits her timecard on the 14th of July. The supervisor has until the 5th of August to act on. If the supervisor does not act on the notification it will route to the Supervisor’s Supervisor. The Supervisor’s Supervisor has until the 9th of August to act on the notification. If it is not acted on it will time out and be sent back to the employee.

 

If a Timecard Approver is the designated approver:

  • Timecards submitted will be routed to the Timecard Approver. Timecard Approvers will receive an email notification the day after the timecard is submitted.
  • If the timecard is not acted upon by the Timecard Approver by 5 pm on the first date that follows submission (5th, 9th or the 13th), it will be sent to the Supervisor. The Supervisor will receive an email notification.
  • If the timecard is not acted upon by 5 pm by the Supervisor on the first date that follows re-routing (5th, the 9th or the 13th), it will be sent to the Supervisor’s Supervisor.
  • If the timecard is not acted upon by 5 pm by the Supervisor’s Supervisor on the first date the follows re-routing (5th, 9th or 13th), the timecard will timeout and be sent back to the employee.
  • Employees will receive an email notification that the timecard has timed out on approval.
  • Timecards in the Timed Out status can be resubmitted by the employee or acted up on by the departmental Timecard Manager.
    • Example 1: John Doe submits his timecard on the 3rd of July. The timecard approver has until the 5th of July act on. If the timecard approver does not act on the notification will route to the Supervisor. The Supervisor has until the 9th of July to act on. If the Supervisor does not act on, it will route to the Supervisor’s Supervisor. The Supervisor’s Supervisor has until the 13th of July to act on. If it is not acted on it will time out and be sent back to the employee.
    • Example 2: Jane Doe submits her timecard on the 14th of July. The timecard approver has until the 5th of August to act on. If the timecard approver does not act on the notification by 5 pm the 5th, the timecard will route to the Supervisor. The Supervisor has until 5 pm the 9th of August to act on. If it is not acted on, it will be sent to the Supervisor’s Supervisor. The Supervisor’s Supervisor has until 5 pm the 13th of August to act on. If it is not acted on, it will time out and be sent back to the employee.

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Budget Adjustments

 

Budget Adjustments will follow the time out schedule:

 

  • Approval must be made within 3 business working days (does not include weekends or holidays)
  • Budget Adjustments that time out will be returned to the preparer.
  • Once budget adjustments are approved they will be processed by the Budget Office.

 

Budget adjustments that are processed by the Budget Office will move to the General Ledger daily and be available in report the following day.

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Date Updated: September 8, 2014