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HRMS PeopleSoft FAQ

Personal Information Questions

Why can’t I change my email address?

Business and VCCS email addresses cannot be edited by employees; however, you can add an email address. Employees can edit personal address information and emergency contacts.

Timesheet Questions

Who needs to fill out a timesheet?

Non-Exempt employees, P-14 wage/hourly employees, and Work Study Students need to fill out timesheets.

Who can approve a timesheet?

Only the employee’s manager/immediate supervisor or a HR Timekeeper is authorized to approve timesheets.

Do I have to enter time and submit time every day?

Yes. All work study, wage, and non-exempt employees must enter time and submit their timesheet daily.

What is the specific deadline for managers to approve timesheets?

Managers and supervisors have 24 hours to approve time after the close of business (5:00 p.m.) on the final day of each pay period.

Is an email notification sent to the employee and supervisor upon timesheet final approval (by supervisor) for a pay period?

There is no email notification sent after timesheets are approved. You can check the status of your submitted time by clicking on the Reported Time Status link on the Timesheet page. This will show you if the time is still in a Submitted Status or Approved. 

How do I enter extra daily time worked, especially when it is unexpected?

Enter all time worked as Reg, Regular Time; the system will calculate any OT (Overtime)/Comp (Compensatory Time) to be paid.

Will I get to specify my overtime as paid or compensatory?

No, Overtime and Compensatory Time will be paid out.

Why are the scheduled hours showing different than the submitted hours?

'Scheduled hours' is the total number of hours you are scheduled to work in a pay period. ‘Reported hours’ is the total hours that are reported on the timesheet. If there is a difference it could be due to the incorrect hours reported or time worked beyond the normal work schedule resulting in Over Time/Comp time.

I am a P14 working part time. When I take my leave, should I enter zero hours for the days I am out when I submit my timesheet?

Wage employees (P-14, College work study and Fed work study) only submit hours worked. They do not enter zero into the timesheet.

When should I use the Time Reporting Code of "Other?"

Only use the Time Reporting Code (TRC) of “Other” when specifically instructed by HumanResources. In most cases, you will use “Regular (Reg).”

What if I only have a time reporting code of “Other” on my timesheets?  Should I escalate this issue, or just use that code?

You should escalate such issues to HRMS@nvcc.edu.

How do I enter my time in the event of an emergency school closing?

Unless otherwise instructed by Human Resources, the Time Reporting Code (TRC) “Other” should be used to denote emergency closings on a timesheet.

Absence Request Questions

If I am taking several partial days of leave, can I enter one absence request to cover multiple partial days in the same time period?

No, in this case you must submit a separate absence request for each day.

Can I request absence-based leave such as Family Medical Leave, Military, Civil or Organ Donation via HRMS Self Service?

Absence based leave such as Family Medical Leave, Military, Civil, Organ Donation, etc. cannot be requested via the Self-Service page as policy requires you go through the approval process prior to taking these types of leave. Please contact, HRMS@nvcc.edu.

I submitted an Absence Request using the wrong leave code. What do I do?

Check your leave balances to identify the correct leave codes before submitting the leave request. The Navigation is Self Service > Time Reporting > View Time > Absence Balances. If you have entered the wrong leave code and you have submitted your request for approval, ask your supervisor to “Deny” the absence request. Then, resubmit your absence request using the correct leave code. If your supervisor has already approved your request, please, contact HRMS@nvcc.edu for assistance.

If there is an emergency closing and I already had approved leave for that day, how can I undo the leave taken?

If the leave has already been approved, you will need to email HRMS@nvcc.edu for assistance. If the leave has not been approved, ask your supervisor to “Deny” the request.

How do I create an Absence Request that includes a holiday which falls in the middle of my vacation (e.g. taking Monday - Friday off with a holiday falling on that Wednesday)?

To insure accurate leave balances, request leave around holidays using two separate leave requests. In the above example, create an Absence Request for Monday - Tuesday and a second request for Thursday - Friday.

I would like to have a reminder emailed for an impending saved absence request.

The system was not delivered with this feature.

I entered my time in PeopleSoft and the PeopleSoft request did not go to my supervisor.

The request should go to who you report directly to. Contact HRMS@nvcc.edu to report such issues.

Will leave sharing be automated?

No, Human Resources will handle this manually.

How will the summer schedule impact entering time and leave?

For all exceptions to the normal schedule, please follow specific instructions from Human Resources as to the guidelines.

Will HRMS be able to discern adjunct hour overlaps with full-time hours?

If a full-time employee also works as an adjunct faculty, they will have two positions. The hours will not be combined for the two.

Manager's Corner

What is the specific deadline for managers to approve timesheets?

Managers and supervisors have 24 hours to approve time after the close of business (5:00 p.m.) on the final day of each pay period. Please refer to the payroll frequency calendars to track approval deadlines. From the NOVA home page click Home>Faculty & Staff>Finance>Office of the Controller>Payroll Information.

Can I enter my employees’ work schedules in PeopleSoft, or do I need to go through Human Resources?

Contact Human Resources at HRMS@nvcc.edu to assist with schedule management.

How are backup approvers being integrated into PeopleSoft?

Timekeepers have been put in place to assist with backup approving. Please contact HR at HRMS@nvcc.edu for assistance.

As a supervisor, what will happen if I am incapacitated during such time windows as my reports need their timesheets approved?

It is recommended that every supervisor have a backup person designated who will be able to notify HRMS@nvcc.edu in the event that they are not able to fulfill their responsibilities associated with approving time.

How can we see the running total of hours worked by P-14s?

The timesheet in Time and Labor will track P-14 hours. We are determining methods to inform and monitor the 1,500 hours limit through using either Workflow or reporting.

What should the Start and End Date be when Approving Payable Time? 

Enter the start and end dates of the relevant pay period for the employee(s) you are approving time. Reference Payroll Information and the Working Calendars found on the NOVA website.

Why can I not see my employees’ timesheets when I go to approve their time?

You will not be able to see an employee’s “Submitted” time until up to 24 hours after they click the “Submit” button on their timesheet. Therefore, if you cannot see an employee’s time for approval, it is most likely that he/she has not “Submitted” it, or it has not been 24 hours since it was “Submitted.” If an employee simply “Saves” their timesheet, it will NOT be available for the manager to approve.

How should conference attendance be reported in HRMS PeopleSoft?

Conference time is regular hours if approved by NOVA. If someone wants to attend, for example, a conference on their own time then he/she would use their leave.

*Please direct all outstanding questions to HRMS@nvcc.edu.