| To: | Management Council Members, CHROs, and Agency TLAM Contacts |
| From: | Shared Services Center (SSC) |
| Area: | Time, Labor, and Absence Management (TLAM) |
| Reason: | Time Administration - Action for College Time Administrator |
| Date: | April 8, 2025 |
We are pleased to announce that we are progressing towards enhancing the Time Administration Process in HCM. The automated Time Administration Process will now operate hourly instead of every three hours providing more frequent updates to the employees’ timecards, mitigating the need for the college Time Administrator to manually execute the process to update the employee and manager time entries or approvals, and reducing the volume of exceptions created.
We have collaborated with Systems Office ITS and they have advised us to clear up as many historical exceptions from the HCM system before updating the Time Administration Process to run every hour as it affects the efficiency of this process.
SSC TLAM has posted the VX_TL_OUTSTANDING_EXCPTNS_ALL query to each college folder on SharePoint HERE .
Attached is the exceptions reference document from the Manager’s HCM User Guide. Most exceptions presented in the query are permissible and will not impact the employees' pay; however, it is necessary for the college Time Administrator to validate these exceptions before clearing them. Exception reasons that are not permissible are highlighted in the attached document and will require additional action to resolve.
Action needed by Friday, May 9, 2025:
- We ask each College Time Administrator to review active employees on the exception results query, review the employees’ timesheets and make any necessary corrections. If the exception remains, it can be allowed by navigating to Manager Home>Time and Absence Approvals>Exceptions. Examples of how to clear the exceptions are below:
- Reported Hours< Scheduled Hrs = ensure the employee has completed the timesheet; click “allow” for the exception.
- Qty cannot be zero = remove all zeros from each timesheet. You may need to go back several pay periods.
Please disseminate this information to your relevant staff members.
Should you have any questions or concerns, please contact SSCHRO_HRMS@ssc.vccs.edu.
