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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.
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?
We are testing to see if this is possible. It will require that this change occur outside the timesheet.
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 the default labor for employees through the Electronic Personnel Action Form (EPAF) process. This is currently available.
We are investigating other means for employees to update their labor directly. These include
allowing employees to submit an EPAF that must be approved by the department that will change their default labor and;
allowing employees to change their labor for a single pay period, again through the EPAF process, which must be approved by the department.
Other methods continue to be investigated as we receive feedback from end users, technical consultants, and vendor representatives.
The goal of these options is to provide a means by which the employee can change their labor as needed.
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 the number of hours worked only. The new overtime process will calculate the overtime hours and the weighted average overtime rate. Overtime will be charged to the same funding as the regular work hours.
How will this affect reporting leave, such as FTO?
How will this affect reporting leave, such as FTO?
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.
Just as occurs now, all hourly staff, including temporary and undergraduate student employees, will report hours worked on their timesheets.
Just as occurs now, all hourly staff, including temporary and undergraduate student employees, will report hours worked on their timesheets.
Web timesheets should be the primary means for reporting hours worked and leave. On the rare occasion that a paper timesheet is submitted, Payroll will key the labor on the timesheet just like the current process. Departments that habitually submit paper timesheets when web timesheets are available will be flagged, and department leadership will be contacted to address the issue.
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 that salaried employees do.
Will the labor redistribution or effort certification processes change?
Will the labor redistribution or effort certification processes change?
These processes are not currently scheduled to change. Any implementation would require budget, finance, grants, and financial systems resources to significantly change business processes. While there is a desire to have these tools implemented, a timeline has not been set.
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?
Employees cannot rely on the timesheet for effort certification. Current certification processes remain in place, ensuring compliance continues.
What will departments need to do to ensure compliance with effort certification when employees are hourly?
What will departments need to do to ensure compliance with effort certification when employees are hourly?
Departments will need to continue following existing certification procedures, applying the same process that is currently used for salaried employees.
Are there plans to allow employees to initiate an EPAF to change their default labor with departmental approval?
Are there plans to allow employees to initiate an EPAF to change their default labor with departmental approval?
This option is being investigated as a possible enhancement.
Are there plans to allow employees to initiate an EPAF to change their labor allocation for a single pay period with departmental approval?
Are there plans to allow employees to initiate an EPAF to change their labor allocation for a single pay period with departmental approval?
This option is being investigated as a possible enhancement.
Will new tools for labor redistribution or effort certification be implemented in the future?
Will new tools for labor redistribution or effort certification be implemented in the future?
While there is a desire to implement these tools, no timeline has been set. Implementation would require significant resources from budget, finance, grants, and financial systems.
What additional process improvements are being investigated?
What additional process improvements are being investigated?
Potential improvements include employee-initiated EPAFs (with departmental approval) and other system enhancements to streamline labor allocation processes.
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