Timekeeping System Transition

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Paycheck Change Example – Employee-Only Benefits Selection

Classified Non-Exempt employees will move to an hourly schedule and be paid semi-monthly. This will mean that they will be paid based on the actual hours worked during the pay period, rather than their annual rate divided by 12. The annual pay will stay the same, but paychecks will look a little different.

Monthly Paycheck Example

March 20 and April 7, Semi-Monthly Paycheck Examples

Comparison

Overall deductions stay about the same in both examples. The taxes vary slightly because the take-home amount changes. When you are paid hourly, the total pay for the hours you worked in March comes out higher than what you would have earned under a monthly salary — but this will vary from month to month.

In this example, the April 7th paycheck will be $280.99 larger than the March 20 paycheck because different deductions are taken from different checks.

Paycheck Change Example – Employee-Plus-Benefits Selection

Classified Non-Exempt employees will move to an hourly schedule and be paid semi-monthly. This will mean that they’re paid based on the actual hours worked during the pay period, rather than their annual rate divided by 12. The annual pay will stay the same, but paychecks will look a little different.

This example is of an employee who has selected Employee Plus Family for both UT Select Medical and UT Select Dental insurance.

This is an example. Your personal paycheck may look different because you have different earnings and deductions selected.

Monthly Paycheck Example

Same Employee, Semi-Monthly pay for hours worked in March 2026:

Comparison

Overall deductions stay about the same in both examples. The taxes vary slightly because the take-home amount changes. When you’re paid hourly, the total pay for the hours you worked in March comes out higher than what you would have earned under a monthly salary but this will vary from month to month.

In this example, the April 7th paycheck will be $1,065.07 larger than the March 20 paycheck because different deductions are taken from different checks.

Purpose: Defines how employees record time and absences in UTShare (PeopleSoft)

What if I forget to clock in or out?
You will still clock in and out as usual. Your timekeeper or manager can correct missed or incorrect punches.

Can I prefill my daily hours instead of clocking in and out?
No. All hourly (non-exempt) employees must clock in and out using WebClock.

Will there be rounding of clock-in or clock-out times?
Yes. Rounding will continue using the same calculations that we use now.

Do I need a set schedule in UTShare?
No. Employees record in and out times through WebClock, but schedules will not be assigned.

Can I clock in from my phone?
Yes. You will log in through your mobile browser (Chrome, Firefox, or Safari). There is no mobile app.

Do I need to authenticate each time?
Yes, the same process applies as when using a computer.

What happens if UTShare is down?
Time should be tracked manually and reported to your timekeeper for entry later.

What about working remotely or running errands?
Geo-fencing details are still being determined.

How far back can time be edited?
Corrections can be made within 90 days.

Do I need to use both straight compensatory time and overtime compensatory time before the transition?

You are encouraged but not required to use accrued straight compensatory time before the transition. It is recommended to use straight comp as available because it is subject to expiration under existing policy. FLSA overtime compensatory time does not expire.

Will my vacation and sick leave carry over?

Yes. All accrued leave and compensatory time will transfer to UTShare.

Will straight compensatory time be deleted?

No. Straight compensatory time will transfer to UTShare. (It may still be subject to existing expiration rules after the transition.)

Can departments choose to pay out overtime instead of having the hours banked as compensatory time?

Yes, if budget allows, departments may choose to pay overtime instead of banking the hours as compensatory time.

Can departments choose not to allow compensatory time?

No. Compensatory time is earned automatically based on hours reported.

• Straight compensatory time is earned when a non-employee’s total work hours and leave hours combined exceed 40 hours in a week.
• FLSA overtime compensatory time is earned when an employee’s actual work hours exceed 40 hours in a week, or an exempt employees total work hours and leave hours combined exceed 40 hours in a week.
  Departments can require their employees to stop working at before accruing compensatory time, however if an employee does work additional hours, the department cannot restrict this accrual.

Can managers delegate approvals?
Yes. Managers can delegate time approvals, but not time sheet edits.

Can we have multiple timekeepers?
Yes. Departments may have multiple timekeepers, but access must be assigned carefully.

Who approves time sheets?
The direct supervisor listed in Job Data.

Will timekeepers still perform manual entry?
Only for corrections or late entries. Employees will enter their own time.

Can we see reports on hours and pay?
Yes. Reports will be available for both Absence and Time & Labor.

What is the difference between WebClock and Timesheet?
WebClock records punches. The timesheet shows total hours. Both are available in UTShare.

Will there still be attestations?
No. Manager approval replaces that step.

Will there be hands-on training?
Yes. Training will be offered through a test (“sandbox”) environment.

Who will provide training?
Knowledge Services and TCE will provide all training and resources.

Will there be sessions for managers and supervisors?
Yes. Sessions will be held to help plan for the transition.

Will paper timecards go away?
Yes. WebClock and swipe terminals will replace them. Paper forms will be used only in rare cases.

What if a student employee does not have a Social Security Number yet?
They can still track hours. Payment will process once their Social Security Number is added.

How will new employees learn to use the system?
They will receive online training during onboarding, with help from their timekeeper or manager.

Will non-exempt employees still be paid monthly?
No. All non-exempt employees will be paid hourly, based on actual hours worked.

Why are non-exempt employees being classified as hourly?
State and federal regulations require non-exempt employees to be paid for actual hours worked, with overtime calculated accurately. This change also fixes prior classification issues.

How will hourly pay be calculated for employees transitioning from monthly non-exempt?
Hourly rates will be determined during the transition, and job data will be updated in UTShare. No new eForms are required.

If an employee works fewer hours than usual, e.g., 36 hours in a week, what happens?
They will be paid only for the hours worked. Employees are welcome to add available leave hours to make the time add up to 40 hours.

Will benefit deductions cause the first paycheck to be less than $0?
It is possible. The solutions for this is still being determined.

Why is there a difference in pay between monthly and semi-monthly for non-exempt employees?
Employees paid semi-monthly will transition to be compensated for actual hours worked. The current monthly schedule pay divides the annual salary equally across 12 months, which may differ slightly from semi-monthly payments.

How do I know if I’m non-exempt?
You can confirm your employee class in several ways:

• In TCP, employees can view their classification on the home page under the “My Employee Class” tile. It will show “Classified Exempt” or “Classified Non-Exempt.”
• Managers can view employee classifications on the Employee Profiles page in TCP.
• Your offer letter also states whether your position is exempt or non-exempt. Please note: the pay frequency (monthly or semi-monthly) displayed in TCP reflects your current schedule, not the upcoming change.

Will employees lose unused comp hours during the transition?
No. Comp hours will not be deleted.

Will employees still earn overtime or comp time?
Yes. Current policies remain in place.