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
Video - Clocking Functions for Non-Exempt Employees

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
Video - Exempt: Input Earned Straight Comp Time

Leave and Accruals

Job Aid - Submit Leave Request 
Job Aid - Cancel Approved Leave Request
Job Aid - Edit or Cancel Submitted Leave Request
Job Aid - View Absence Balances
Job Aid - View Leave Requests
Video - Exempt: Submit Leave Requests
Video - Non-Exempt: Submit Leave Requests
Video - Non-Exempt: Cancel Approved Leave

UTShare is the University’s system of record for time reporting and absence management.

Training Overview

Training Guide - UTShare Timekeeping: Manager and Timekeeper
UTShare Timekeeping Overview
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 - Punch Corrections
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 

Process Guide - eForms

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 Assignment
Job Aid - Add New Faculty Contract
Job Aid - New Position Request

Change Forms

Job Aid - Add Additional Pay
Job Aid - Modify Position
Job Aid - Pay Rate Change
Job Aid - Position Funding Change
Job Aid - Transfer Within Institution

End Forms

Job Aid - Add New Zero-Dollar Assignment
Job Aid - Employee Retirement
Job Aid - Employee Termination
Job Aid - End Assignment

LOA Forms

Job Aid - Leave of Absence Request
Job Aid - Return Employee From Leave

Manage eForm Approvals

Process Guide - eForm Approval Workflow Access
Job Aid - Manage eForms Approvals

Reports and Queries

Job Aid - Reports and Queries

Reporting Tools

Training Guide FMS and HCM Reporting Tools
Training Guide Run Control ID

Commonly Used Queries

Common UTShare Queries