Purpose
This article will help you understand the steps needed to access Employee Time and Labor (timesheet) in Gemini for Departments.
Process
Step 1 - Position Accepted
The Employee accepts the position and completes the hiring paperwork with Student Employment (Student Workers) or Human Resources (Full-time/Part-time Employees) department.
Step 2 - ePAR Creation
An ePAR is created by the payroll team after completing the hiring paperwork. If a student worker is being re-hired, the hiring department must create the ePAR.
Step 3 - ePAR is Approved
All departments involved in the hiring process must approve the ePAR. The ePAR approvals can be broken down into two sections: department and after-department approvals.
Department Approvals: Hiring Department (Example: Department where new hires will be working, such as the OIT, JSOM, Multicultural Center, etc.)
- Department Business Manager / Business Services / Coordinator
- Department Administrative Assistant
After Department Approvals: Each department below has one approval to complete for all the other departments outside the Hiring Department. A total of three After Department approvals.
- Career Center (Student Worker Only)
- HR (Full-time/Part-time Employee only)
- Budget Office
- Payroll Office
Below is an example of ePAR approvals for Full-Time/Part-Time employees:
For Student Workers, the approval looks like this:
Step 4 - Update Job Data
Once the ePAR has been completed and approved by all departments, the job data is updated.
Step 5 - Timesheet Assigned
The Hiring Department Time Admin will assign the timesheet. Most Departmental Administrative Assistants are Time Admins, but this may vary for each department and their internal teams.
- Prior Job assignment?
- Verify prior assignment/job ends on the date before the new assignment starts, and ensure the previous timesheet is removed.
- Multiple Job assignments?
- Make sure the correct employee record is selected when assigning the timesheet.
Step 6 - Time Available to Employee
The Time tile will appear in Gemini for employee use.
Additional Information
UT Dallas Time & Labor Procedures Handbook
The Office of Budget and Finance - Time & Labor Website