UTShare HR Info
This section contains training documentation for the Human Resources modules of UTShare.
Please note that training documentation is updated regularly. UTA employees are advised to reference the documents from this website to ensure they are viewing up-to-date information.
UTShare is the University’s system of record for time reporting and absence management. It is used to enter and review time worked, submit leave requests, and support standardized timekeeping practices across the University.
Training Guide
Training Guide - UTShare Employee Timekeeping
Access and Navigation
Process Guide - Introduction to Timekeeping
Job Aid - Access Timesheet
Time Entry
Process Guide - Casual and Temporary Employees Time and Leave Procedures
Process Guide - Non-Exempt Employees Time and Leave Procedures
Process Guide - Student Worker and Work-Study Employees Time and Leave Procedures
Job Aid - Clocking In
Job Aid - Clocking Out
Job Aid - Clocking In and Out - Multiple Jobs
Job Aid - Crossover Shifts – Shifts That Cross Midnight
Job Aid - Employee Timesheet Comments
Timesheet Review
Process Guide - Administrative and Professional Time and Leave Procedures
Process Guide - Exempt Employees Time and Leave Procedures
Process Guide - Faculty Time and Leave Procedures
Job Aid - Access Timesheet
Job Aid - View Payable Time
Comp Time
Job Aid - Exempt: Input Earned Straight Comp Time
Job Aid - Exempt: Use Earned Straight Comp Time
Job Aid - View Comp Time Balances
Job Aid - View Comp Time in Compensatory Time Tile
Leave and Accruals
Job Aid - Submit Leave Request
Job Aid - Cancel Leave Request
Job Aid - View Absence Balances
Job Aid - View Leave Requests
UTShare is the University’s system of record for time reporting and absence management.
Training Overview
Training Guide - UTShare Timekeeping: Manager and Timekeeper
Infographic - UTShare Timekeeping
Access and Navigation
Job Aid - Access Manager Self Service Homepage
Job Aid - Manager Homepage Notifications
Job Aid - UTShare Timekeeping Access
Managers
Managers review employee timesheets and absence requests, approve, deny, or pushback transations, and monitor patterns and trends. Managers do not edit employee time.
Process Guide - Manager Roles and Responsibilities
Job Aid - Act on Individual Absence Requests
Job Aid - Act on Multiple Absence Requests
Job Aid - Create Absence Request
Job Aid - Employee Absence Balance Details
Job Aid - Navigate to Manage Absences
Job Aid - Time Approval: HRMS Approvals Tile
Timekeepers
Timekeepers enter and correct time for employees. They also enter compensatory time taken, and process overtime payouts.
Process Guide - Timekeeper Roles and Responsibilities
Job Aid - Compensatory Time Taken
Job Aid - Entering Time
Job Aid - Missed Punches and Incorrect Hours
Job Aid - Navigate to Time and Labor Administration
Job Aid - On-Call Hours
Job Aid - Overtime Compensatory Time Payouts
Job Aid - Remove Time Entries
Position and Workforce Management provides departments with the tools and guidance needed to review job records, position details, and funding structures within UTShare.
Training Guide
Training Guide - Position and Workforce Management
Access and Navigation
Job Aid – Navigate to the Job Data Page
Job Aid – Navigate to the Job Summary Page
Job Aid – Navigate to Position Information
Job Aid – Navigate to the Department Budget Table (DBT)
Job and Position Data
Process Guide - Review Job and Position Data
Job Aid – View Job Data
Job Aid – View Job Summary
Job Aid – View Position Information
Position and Budget
Job Aid – View Position Budget
Job Aid – View Position Chartfield and Funding Source Details
eForms are used in UTShare to submit hiring actions, update job or position information, process funding changes, and record employment-related updates.
Process Guide
Access and Navigation
Job Aid – Navigate to the eForm Action Request Page
Job Aid – Navigate to the eForm Pagelet
Job Aid – View Existing eForm Requests
Job Aid – View Requester Workflow
Request Actions
Job Aid – Create eForm Request
Job Aid – Search Match
Job Aid – Address Validation
Job Aid – Funding Search and Selection
New Appointment Forms
Job Aid - Add New AssignmentJob Aid - Add New Faculty Contract
Job Aid - New Position Request
Change Forms
Job Aid - Modify Position
Job Aid - Pay Rate Change
Job Aid - Position Funding Change
Job Aid - Transfer Within Institution
End Forms
Job Aid - Employee Retirement
Job Aid - Employee Termination
Job Aid - End Assignment
LOA Forms
Job Aid - Return Employee From Leave
Manage eForm Approvals
Process Guide - eForm Approval Workflow Access
Job Aid - Manage eForms Approvals
Reports and Queries
Reporting Tools
Training Guide FMS and HCM Reporting ToolsTraining Guide Run Control ID
Commonly Used Queries
Common UTShare Queries