HRIS – How to Use the Core Time Module 2015

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University College Cork

CORE TIME – How to Use the Core Time Module

Version 1.4

HRIS – How to Use the Core Time Module 2015

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Contents

Accessing HRIS .................................................................................................................................................................. 3

Changing your HRIS Password .......................................................................................................................................... 3

Using Core Time ................................................................................................................................................................ 4

Annual Leave Balances on Core Time ........................................................................................................................... 4

To Record Absence Details for Annual Leave ............................................................................................................... 5

To Record Absence Details for Uncertified Sick Leave ................................................................................................. 6

Enquiries ........................................................................................................................................................................... 6

To View Current Balances Enquiry ................................................................................................................................ 6

To View Roster Enquiry ................................................................................................................................................. 7

Amendments ..................................................................................................................................................................... 7

Deleting Errors .............................................................................................................................................................. 7

Reports .............................................................................................................................................................................. 8

Support.............................................................................................................................................................................. 8

HRIS – How to Use the Core Time Module 2015

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Accessing HRIS

1. Open Internet Explorer & enter the following

address in the address bar

http://www.ucc.ie/en/hrinformationsystem/

2. Click the banner to Login to HRIS (Fig 1.0)

3. You will then be asked to enter your logon details

(Fig 1.1)

Note: the database is CORPRD

Figure 1.0 HRIS Login

Figure 1.1 Logon dialog box

Changing your HRIS

Password

1. Open CoreTime by Selecting CoreTime/Core

Roster under Available Products

2. Then Select Tools→ Change Password

3. Enter your Current Password, New Password and

Confirm New Password

4. After you enter Confirm New Password press the

Return key on your keyboard and this will enable

the OK button.

5. Click Ok

Figure 1.1 CoreTime/Core Roster

Figure 1.2 Change Password

Figure 1.3 Change Password dialog box

HRIS Password Policy:

For security reasons your HRIS password will expire every 90 days. A warning message will display informing you that your

password will expire within the next 14 days. On day 14 you will be prompted to change your password if you have not already

done so.

This password must be a minimum of 8 characters in length and include at least 1 digit.

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Using Core Time

Annual Leave Balances on Core Time

Annual Leave [Current] – your current balance for the current annual leave year

Annual Leave [Historic- To Be Verified] – your annual leave balance prior to 1 July 2013 to be verified by your Head of Department. Once verified it will then be setup as a new balance called Verified Annual Leave prior to 01 JUL2013.

Verified Annual Leave prior to 01 JUL2013–this balance is setup once verified by your Head of Department. This balance must be used by 31 Dec 2016. This leave will be setup and recorded on HRIS by HR only.

For further information on UCC Annual Leave Policy and Historic Annual Leave approval and usage please see the HR Website http://www.ucc.ie/en/hr/

Note: If an employee would like to use annual leave from their Verified Annual Leave prior to 01 JUL2013

instead of deducting days from their Annual Leave (Current) balance please forward the relevant annual

leave forms to Kathy O’Connell in Human Resources for entry in HRIS.

Please note:

(a) Annual leave is reckoned within the leave year 1st

July – 30th

June each year.

(b) Possible carryover of annual leave is a maximum of 10 days (pro rata for part time staff) with the prior written approval of

the Head/Manager, to be taken in the first 6 months of the subsequent leave year. Any leave carried forward in this manner

and not taken by the end of the 6 months will be forfeited.

(c) Historic Balances (prior to 1st

July 2013) will be set aside and held in a separate record until verified by the Head of

Department & Department of Human Resources. * This leave will be recorded on HRIS by HR only. This balance must be

taken by 31st

December 2016. Any outstanding balance as of this date will be forfeited.

(d) Formal applications for leave should be submitted to Department of Human Resources/ Department Administrator at least 7

days before date of commencement of leave (separate arrangements apply to maternity leave). To facilitate staffing, it is

custom and practice for Departments to require much longer notification of main holiday arrangements.

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To Record Absence Details for

Annual Leave

Menu Path: Time Mgt.→ Record

Absence Details.

1. Enter staff number or select

for a list of values and press return.

2. Enter Pay Code Details e.g. 468-

Annual Leave and click OK.

3. Enter Start Date and End Date.

4. Press Return (this will populate the

amount of weeks and days taken).

5. Select SAVE to record these

dates.

Figure 2.0 Time Mgt- Record Absence Details

Figure 3.0 Record Absence Details Form

The annual leave dates on the calendar will appear in yellow.

The balance will be deducted by the amount of days taken or booked.

Note: ANNUAL LEAVE BEFORE/PUBLIC HOLIDAYS

The HRIS system has been updated to enable certified sick leave to be recorded if staff are ill on a public

holiday/Christmas holidays. This means they will be able to take the day(s) as time in lieu at another time with the

agreement of their Head of Dept. /Line Manager.

The knock on effect of this is that annual leave before/after public holidays & Christmas will need to be input

separately and not in a block.

EXAMPLE

Jane Dow applies for annual leave from 2nd April to 8th April 2015. There is a college holiday and bank holiday on the

3rd and 6th of April. Therefore, 2nd April must be entered as a stand-alone date followed by 7th & 8th April to ensure 3

days are deducted. If it is entered from 2nd to 8th April, the system will over-ride the 2 public holidays at Easter and

record them as annual leave leading to a deduction of 5 days rather than 3 days from the current balance.

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To Record Absence Details for Uncertified

Sick Leave

Menu Path: Time Mgt.→ Record Absence

Details.

1. Enter staff number or select for a list

of values and press return.

2. Enter Pay Code e.g. 704 Casual Paid 100%

3. Enter Start Date and End Date and the

press Return

4. Enter Narrative e.g. Virus

5. Then Select for full listing of reason

codes. e.g. SI01 – Cold/Flu

6. Select Reason Code and click Ok and Press

SAVE

The uncertified sick leave dates on the calendar appear in blue.

Figure 4.0 Reason Codes Form

Enquiries

To View Current Balances Enquiry

Menu Path: Enquiries → Current Balance Enquiry

1. Select Balance Code A0001 e.g. Annual Leave (Current)

2. Select Department or Staff number from

valid values button 3. A list of staff members entitlements,

balance carried forward, annual leave taken and booked plus their balance remaining will appear on screen

4. For more detailed information, click any staff number’s name

5. Click on + next to Pay codes/Hours

A list of all the leave taken to date within the current annual leave year will be displayed. It will not display any future annual leave bookings.

Figure 5.0 Current Balance Enquiry Form

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To View Roster Enquiry

Menu Path: Enquiries → Roster Enquiry

1. Under Selection Criteria select All Personnel alternatively it can be selected by individual person

2. A list of employee in the Department will appear. It will display work periods, rest periods, absence taken, absence booked & company holidays for a 4 week period.

3. You can scroll back and forward using buttons between Previous Periods and Next Period

Figure 6.0 Roster Enquiry Form

Amendments

Deleting Errors

Menu Path: Time Mgt.→ Record

Absence Details.

1. Enter staff number or select

for a list of values and

press return

2. Locate the absence which

needs to be deleted by

clicking once on it on the

Calendar

3. The leave information will

appear under Absence Details

4. Click on the red X on

the main toolbar to delete the

selected absence details.

5. Press SAVE .

This absence is deleted from the

calendar.

The correct absence can be

entered and re-saved

Figure 7.0 Absence History Form

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Reports

If you wish to print out an individual’s annual leave balance in a report format, follow the following steps.

1. Balance Details

Menu Path: Reports → Balances → Balance Details (Fig 8.0)

2. Enter staff number and select Balance Code i.e. A0001 –Annual Leave (Current)

3. Enter Start/End Period e.g. 2015

4. Click on Run Report

5. A report with the details of every annual leave day taken to date will appear (Fig 9.0)

It will also display floating entitlement, balance carried forward, total days taken and current balance

It will not display any annual leave which is booked in the future.

Support For Support please email

hrissupport@ucc.ie or call

Kathy O’Connell on Extn. 2674

Figure 8.0 Balance Details Report Form

Figure 9.0 Balance Details Report