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Throughout 2024, 2025 and 2026, UAOnline is being updated with a new look and feel. A new interface for entering and approving timesheets will be implemented May 2026.
Web Time Entry
Web Time Entry
What is changing? The current UAOnline timesheet is sunsetting and will be replaced by a vendor-supported web time entry system. This change means a new interface for submitting timesheets will be in place by the end of May 2026. Instructions and videos to help employees transition to the new system will be released closer to May. Paper timesheets will not be accepted in place of this new process.
What can employees expect in the new timesheet? Moving forward, funding sources will not be able to be changed from within the timesheet itself, and instead will have to be managed through labor redistributions or labor default updates prior to timesheet submission. A newly enacted labor redistribution process was developed in advance of the expected time sheet changes in order to make the transition smooth for employees and fiscal managers.
This change will have particular impact on employees who regularly need to change their funding source, such as those who work on different grants, or from different funding sources, that change from time period to time period.
When is this happening? Due to the complexity of the project, this change is expected to happen in May 2026. UA Human Resources, HR Coordinators, department leaders, and fiscal teams have been working together to provide employees with a smooth and thoughtful transition to UAOnline web timesheets.
Where do I learn more? Links to news announcements, training videos, FAQs, and resources will be added to this web page as the deadlines approach.
How can I provide feedback? To provide feedback on the UAOnline upgrade project, please complete the UAOnline Transition Feedback form.
Time entry for hourly employees
Time entry for hourly employees
This video describes how an hourly employee would enter their time on the new timesheet.
Time entry for salaried employees
Time entry for salaried employees
This video shows how a salaried employee would submit leave that they've taken on the new time sheet.
Time entry approvals
Time entry approvals
This video demonstrates how time sheet approvers can approve the new time sheets.
Labor Change for a Pay Period
Labor Change for a Pay Period
This video demonstrates how to change labor distribution for a pay period.
Timesheet FAQ
Timesheet FAQ
Will employees be able to see their current labor allocation in the timesheet email they receive?
Will employees be able to see their current labor allocation in the timesheet email they receive?
Preliminary testing indicates that this is possible.
Will a feature be added to allow employees to change their labor allocation for a single pay period only, and for it not to become their new default?
Will a feature be added to allow employees to change their labor allocation for a single pay period only, and for it not to become their new default?
Yes, employees can change their labor allocation each pay period if needed. A link at the top of the timesheet will take you to a labor allocation change request. After the labor has been changed, you will receive a confirmation email (it may take up to 5 minutes to be processed). When you start (or restart) your timesheet, the new labor will take effect.
How can labor be updated so that employees’ pay will be charged correctly?
How can labor be updated so that employees’ pay will be charged correctly?
There are multiple ways to update the default labor for timesheets:
Departments may update employees' default labor through the Electronic Personnel Action Form (EPAF) process. This is currently available.
Employees can submit a labor allocation change request that will change their default labor for a specific pay period. This is a new interface that will be available with the new timesheets.
How will this affect people who report overtime?
How will this affect people who report overtime?
Overtime reporting will occur on the timesheet by recording only the number of hours worked. The new overtime process calculates overtime hours and the weighted-average overtime premium rate. Overtime will be charged to the same funding as the regular work hours.
How will this affect reporting leave, such as FTO, annual leave, sick leave, etc?
How will this affect reporting leave, such as FTO, annual leave, sick leave, etc?
The process for reporting leave hours will not change. You should still follow your supervisor's instructions when requesting leave. You will record the appropriate leave on your timesheet.
How will this affect temporary and undergraduate student (SN/ST) employees who don’t work regular hours?
How will this affect temporary and undergraduate student (SN/ST) employees who don’t work regular hours?
Just as occurs now, all hourly staff, including temporary and undergraduate student employees, will report hours worked on their timesheets.
Will payroll make changes to labor distributions via manual timesheet submissions during the payroll key week?
Will payroll make changes to labor distributions via manual timesheet submissions during the payroll key week?
Web timesheets should be the primary means for reporting hours worked and leave. On the rare occasion that a paper timesheet is submitted due to earnings or leave code errors, Payroll will key the labor on the timesheet as in the current process. All other paper timesheets that are changing labor only will be returned to the department, which will need to perform a Labor Redistribution after payroll processes.
How will hourly employees certify their time for grant effort reporting purposes?
How will hourly employees certify their time for grant effort reporting purposes?
Since the web timesheet will not display the funding used for regular work hours, the timesheet will no longer be the effort certification mechanism. Hourly employees will now certify hours in the same method as salaried employees.
Will the labor redistribution or effort certification processes change?
Will the labor redistribution or effort certification processes change?
The Labor Redistribution process has been upgraded and now uses UAOnline for submission and approval. The Effort Certification process through UAOnline will be implemented for the Summer 2026 certification period.
Will the deadlines for effort certification or labor redistributions change?
Will the deadlines for effort certification or labor redistributions change?
No, the effort certification reporting period and deadlines will remain the same as for salaried employees. Any changes to these reporting periods or deadlines will be communicated to departments by the university grants and contacts offices, if needed.
Departments should follow the labor redistribution instructions from their university's financial services departments.
Since the web timesheet does not show labor allocations, how does this affect compliance?
Since the web timesheet does not show labor allocations, how does this affect compliance?
Hourly employees will not use their timesheet for effort certification. All employees will use the same process for effort certification starting the Summer 2026 reporting period.
What will departments need to do to ensure compliance with effort certification for hourly employees?
What will departments need to do to ensure compliance with effort certification for hourly employees?
Departments will need to continue following existing certification procedures and apply the same process currently used for salaried employees.
How can timesheet approvers confirm that the correct funding is on the timesheet?
How can timesheet approvers confirm that the correct funding is on the timesheet?
To view how labor is being charged, approvers can click the "Account Distribution" link on the employee’s timesheet details page. If the timesheet approver has permissions, they may also look at the funding on the PHR2TSF report in Banner.
If my employee started their timesheet but is unavailable to correct or submit it, can I go in and submit it for them?
If my employee started their timesheet but is unavailable to correct or submit it, can I go in and submit it for them?
Once an employee starts their timesheet, the supervisor cannot make changes to it or start a new one. The employee will either need to correct or submit their timesheet themselves, or a paper timesheet will need to be created. Please have your employees start and submit their timesheets in advance if they will be out of the office, so they do not need a paper timesheet.
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