Maintain TIME Assignment
The Maintain TIME assignment document is used to add, modify or delete an employee’s timekeeping assignment in Kuali Time. Shortly after routing a Maintain TIME Assignment eDoc the employee’s assignment will be available in the Kuali Time system. Temporary employees can have multiple TIME assignments. Biweekly paid Support and Service staff can only have a single assignment per job.
Kuali Time is an automated 24/7 system for collecting time and attendance data for Indiana University's Temporary and biweekly paid staff. Timesheet hours are reviewed, approved and electronically transmitted to the payroll system at the end of each biweekly pay period.
This document is also used to update the funding information for employees using the Kuali Time system. Select the Maintain Funding eDoc to maintain funding for a Professional Staff employee.
Maintain TIME Assignment eDoc Process
- In One.IU navigate to the eDocs tab in the HRMS Portal.
- If this is your first time logging in, learn more at How to access eDocs
- Click on Maintain TIME Assignment.
- The Maintain TIME Assignments eDoc is made up of 4 sections:
- Effective Date
- Action Reason - Action Reason will be: DTA/FND for all transactions with this document, consequently the Action Reason always appears as collapsed.
- Job Data - This eDoc does not allow changes to job data, so the Job Data appears collapsed.
- Earnings - Earnings will be the focus of our discussions below.
Maintain TIME Assignments Document Lookup:
- Enter the University ID, click , and records that meet the search criteria will appear.
Note: It’s best to try to obtain the University ID, but if you don’t have it, you may utilize the other available search options below.
- Click on Maintain TIME Assignment Document under the Actions column and the Effective Date section will appear.
- Enter the Effective Date of the change. The Effective Date is the date on which the TIME Assignment takes effect. After entering the effective date, select .
Note: If you realize you need to make a change after moving to the next section of the eDoc, you can use the button to return to previous section.
Action Reason – Job Data: Note that both the Action Reason and Job Data sections are collapsed. For both Maintain Time Assignment (and Maintain Funding) eDocs, the values for Action and Action Reason are populated by default. Likewise, for both Maintain Time Assignment (and Maintain Funding) eDocs, Job Data attributes are populated by default and not editable.
Earnings: The Earnings section has four required fields: Funding Type, Timekeeping Assignment, Earning and Accounting Line.
Funding Type - The funding type defaults as: Timekeeping. Timekeeping is the only option for this eDoc.
Work Area – If you plan to change the Work Area, select it from the lookup. If you know the Work Area, you may enter it directly into the field.
Task – Task is optional, but may be used by your department; if so, select a Task. As with the above you may enter the Task directly into the field.
Earning - Select a Voucher Code from the lookup. Again, you can enter the Voucher Code directly into the field.
Accounting Line – If you need to edit the accounting Line, select an Account number from the lookup. Again, if you know the Account number you can enter it directly into the field.
Accounting Line is configured by percent. If the funding requires multiple Accounting Line entries, click on . Remember, since you can add multiple accounts, the percentage total must equal 100%; if there is only one account, just enter 100%.
Example: Pete is currently funded on one account and needs his Voucher Code to be changed. We not only updated his Voucher Code but also changed the funding from one account, to two accounts at 50% on each. The percent totals of your accounting line(s) must equal 100%. When you submit the document for routing, eDoc logic will confirm the percentages and will not allow the document to route if the funding does not equal 100%.
Note: HRMS eDocs provide you with two columns of information. The left column shows you data for the employee’s record as it currently exists in the system. The data is copied forward to the right column with only certain editable field(s). Data on the right side that has been updated is highlighted in yellow. This not only helps you confirm any changes before submitting for routing, but also helps approvers note changes when they review the eDoc for approval.
Notes and Attachments
Below is a typical note you might add. You may also add an attachment such as a spreadsheet, PDF file or a Word document.
During document preparation you may want to save or close the eDoc to finish it later or for whatever reason you may have a need to cancel it. Otherwise, once you have reviewed your document and you are ready to route it, you will be presented with the possible actions listed below.
Take this action when you have completed and reviewed your eDoc and you are ready to submit for routing.
This action saves the eDoc back to your Action List if you need to complete and route it at a later time.
This action closes the eDoc and appears once you save, cancel or submit for routing.
This action cancels the eDoc for you. Please use the cancel button rather than the “X” in the upper right corner of your browser screen. Closing an eDoc using the “X” in your browser, will leave the eDoc in INITIATED status, causing any further actions on the employee’s record to be blocked without help from the HRMS Support Center.
Now that you have reviewed and are ready to route your eDoc, click and the eDoc should say, “Document was successfully submitted.”. Now select at the bottom of the document. Note that the status has changed to "ENROUTE".
The full screen will appear as below: