Completing the Timecard Adjustment Form

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This guide provides step-by-step guidance for users on how to effectively navigate and use the Timecard Adjustment Form. Campus and Health managers and their delegates use the Timecard Adjustment form in ServiceNow to request adjustments to employee timecards for a closed pay period. You will learn what information needs to be populated to ensure consistency while using the form. This document is designed to serve as a reference as well as a resource for troubleshooting common issues.

Who can submit this form?

  • Designed for managers and their delegates to fill out and submit forms for employees

When does this form need to be submitted?

  • After a pay period closes

Submitted forms automatically create a ServiceNow ticket that routes to Payroll Timekeeping to update historical timecards in MyTime. Fill out the form with minimal required fields, but as much information as possible to speed up processing time.

Accessing the Timecard Adjustment Form

  1. Open the Timecard Adjustment Form in ServiceNow (MyAccess Single Sign-on Required). Remember, you cannot submit a Timecard Adjustment Form for yourself. Managers and Delegates may use the form to request an adjustment on behalf of an employee.

Completing the Requested By and Requested For Sections

  1. The Requested By field defaults to the user accessing the form and cannot be changed.
  2. If necessary, edit the Requested By Email and Requested By Phone fields with the correct email and phone.
  3. In the Requested For section, use the drop-down menu to search for the employee for whom you are requesting adjustments. After selection, their Department and Email will be system-populated. You can edit the Email as needed. If the employee cannot be found, click the Check this box if employee not found checkbox and enter the required information (First Name, Last Name, and UCPath ID).
  4. Enter the preferred contact method for the employee in the Phone field.
  5. Search for the employee’s supervisor using the Supervisor Name drop-down menu.
  6. Enter the Supervisor Email.

Note: Be sure to confirm data accuracy before submitting the form.

Selecting the Reason and Timecard

Continue to the next section of the form.

  1. Use the Reason for timecard adjustment drop-down to select from the following reasons:
    • Late timecard submission
    • Late timecard review/approval
    • Timecard error discovered
    • Job Code/Position change retroactive
    • LOA Leave Status Change
    • Late hire notice
    • Late termination notice
    • Pay Code Change
    • Business Structure Transfer Change
    • History Schedule Group Change
    • Chartstring Change
    • Other
       
  2. Make the appropriate Timecard Selection for the employee from the drop-down menu. Choose from:
    • Biweekly Non-Exempt
    • Biweekly Exempt
    • Monthly Exempt, or
    • Retro Schedule Group Update

Adding Timecard Corrections and Submitting the Form

Add the required corrections to the form:

  1. Click the Add button. The Add Row window displays.









     
  2. For Biweekly Non-Exempt timecards, select the Type of Change from the drop-down menu.











     
  3. Complete the required fields pertaining to the type of change. For example, for a Change type, enter the following:
    • Date
    • From and To Paycode
    • Hours











       
  4. Continue to scroll through the Add Row window and enter data until all fields are updated as necessary for the desired change. When you have completed your entries, click Add at the bottom of the window.
  5. Repeat steps 1-4 if you need to add additional change(s) before continuing.

Note: See the last section of this guide for common change scenarios and required data fields.

Adding Additional Information About Your Request (Optional)

  1. Use the space provided in the Provide any additional information ​​​​​​section to enter any details about your timecard adjustment request before continuing to submit the form. 

Completing the Attestation and Submitting the Timecard Adjustment Form

  1. When all required changes are entered, read the attestation statement carefully and then click the checkbox to agree.
  2. Click the large blue and white Submit button on the right-hand side of the form.

Common Timecard Changes and Required Fields

Here are two common changes and the fields that must be entered in the Add Row window:

Scenario

Required Fields

Change Pay code

Type of change

Date

From Pay code

To Pay code

Hours

Record Regular Work hours

Time In

Time Out

From Pay code: None

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