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Human Resources reminders, best practices, and updates for FY26

 

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Dear Colleagues,

As we begin the new fiscal year, we would like to share some important reminders, best practices, and exciting updates to best support you and your team.

Timesheet Approval for Non-Exempt Employees

New reminder email: Both employees and managers should review and approve timesheets in myTime every two weeks before payroll closes (on-campus network or VPN connection required) to ensure accurate reporting of punches and/or time off requests. As an added level of support, we will begin sending a new automated reminder email to help encourage on-time approvals.

  • Beginning Sept. 5, all non-exempt employees will receive an email every other Friday with a friendly reminder to review and approve their timesheet prior to payroll closing.
  • If a non-exempt (hourly) employee’s timesheet has not been approved by the deadline, a reminder email will be sent to the employee’s leader before the payroll cut-off date.
  • If the department has more than one non-exempt (hourly) employee with an unapproved timesheet, the department’s timekeeper will also receive a reminder email.
  • Important: If a timesheet is not approved by the deadline, it will be locked, and any additional edits would require a formal request for a Historical Edit.
  • Important: If you have employees under HSO-156 Time and Attendance for Non-Exempt Health System Employees, ensure all exceptions and unexcused absences are reflected accurately in the Attendance Module prior to the close of the pay period.

Employee Data Notifications

New PeopleSoft notices: To enhance visibility and strengthen data validity, we will be adding a new notification process for any changes made in PeopleSoft.

  • If there is an update to an employee’s PeopleSoft record (e.g., shift in full-time or part-time status, standard hours, pay rate, etc.) outside of standard adjustment periods (e.g., merit increase season), the employee and their leader will receive a notification. This will be delivered approximately three calendar days after the transaction effective date.

Schedules and Payroll

Schedules are required in myTime: Confirming that employees have accurate schedules loaded in myTime helps ensure pay, banking of holiday hours, and requested PTO hours are reflected accurately. If we find that an employee’s timesheet is missing a schedule, we will reach out to the department timekeeper to ensure one is added to myTime.

Payroll calendar: You can view the FY26 payroll calendars on the MyPay webpage.

Employee Separation

Termination submission in PeopleSoft: If a team member is separating from UTSW, please follow the Supervisor Off-Boarding Checklist to submit all necessary documentation in PeopleSoft as soon as possible to support their transition.

  • There can be several avoidable, but severe, downstream impacts if terminations are not submitted on time (e.g., salary and/or benefit overpayments resulting in department’s budget impact; PTO and State Service balances over accruing; extended badge, email, and system access, etc.).
  • Important: Per EMP-452 Employee Separation Requirements, the supervisor, sponsor, or designee is responsible for submitting a termination transaction in PeopleSoft as soon as possible, but no later than two business days before the planned effective date of separation of employment.
  • Important: Please note that delayed terminations will result in an escalation to the department head.

Our team is here to support you all year long. If you have any questions about these topics or anything related to Human Resources, please reach out to our team directly by HR@utsouthwestern.edu or by phone at 214-648-9810. You can also stop by our HR Services Center to visit with a member of our HR Services team in-person at 6001 Forest Park Road, Suite NG3.111, Dallas, TX 75390 (open Monday-Friday 8 a.m.-5 p.m.).

Thank you,

Human Resources

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