Work Instruction
Functional Area: Manager Self Service (MSS) / MSS_Change Employee Work Schedule
Purpose MSS
Use this procedure tochange an employee's work schedule if it is to beeffective for more than 2 weeks, otherwise it is suggested to update employee's schedule using the Employee Work Schedule Substitutions method.
Things to remember:
1. All schedules must begin on a Sunday. If the operator enters a date other than a Sunday, an error message will be displayed stating "Schedule changes must begin on a Sunday."
2. Schedules cannot be changed retroactively over a period that has already been processed by Payroll Operations. You will be able to change an employee's schedule back to the beginning of the current bi-weekly pay period.
Note: When changing an employee's schedule back over a period where the employee has already worked, the clock IN and OUT times will not be changed to reflect the 5 minutegrace periods. If required, the Timekeeper can manually reenter the clock times to make the grace periods take affect.
3. There's no approval process when changing an employee's work schedule.
4. Changes are made directly to the employee's master data and can be viewed in the CATS timesheet immediately after the work schedule is saved.
Prerequisites
  • PCR Initiator's 6+2 and password are current and operator is able to access the UC Flex Portal (
  • Work schedule has already been created and posted on Payroll Operation's Resource website, under "Master Work Schedules."
Menu Path
Use the following menu path(s) to begin this transaction:
  • UC Flex portal Maintain HR Employee Work Schedule
Transaction Code
Portal - Maintain HR Tab
Helpful Hints
  • Ensure the work schedule had been created. Visit Payroll Operation's Resource website at to view existing schedules.
  • If the employee's Personnel Assignment Number is known, you can manually enter thePersonnel Assignment Number instead of having to search for the employee.
  • If the Work Schedule code is known, you can manually enter instead of searching for it. A full list of work schedules and their codes are located on the website above. In addition, there's a Work Schedule key posted that explains the coding for both Work Schedules and Daily Work Schedules (used when performing substitutions).

11/7/2017
Ver: Rev 2016-1 / MSS Change Employee Work Schedule.udc
© University of Cincinnati / 1/1
Work Instruction
Functional Area: Manager Self Service (MSS) / MSS_Change Employee Work Schedule
Procedure
1. / Logon to the UC Flex Portal at
Welcome - UCFlex Enterprise Portal - Windows Internet Explorer

2. / Click the Maintain HR tab .
Welcome - UCFlex Enterprise Portal - Windows Internet Explorer

3. / Click Employee Work Schedule from the left side menu .
Changed Planned Working Time 0007

4. / Click button to search for the employee.
/ If the Personnel Assignment Number is known, you can enter it without having to search for the employee
Search: External Person ID

5. / As required, complete/review the following fields:
Field / R/O/C / Description
Person ID / Optional / Unique Employee Identification number
Example:
5001
Last name / Required / Employee’s last name
Example:
Gome*
First Name / Optional / Employee’s first name
Example:
Augusto
External Person ID: All Values

6. / Click Search .
External Person ID: All Values

7. / Click to select the employee you want to maintain.
Changed Planned Working Time 0007

8. / Click Execute .
Change Planned Working Time 0007

9. / As required, complete/review the following fields:
Field / R/O/C / Description
Start Date: / Required / the date the action will begin
Example:
08/14/2016
Start date will be automatically populated with the earliest date that can be entered.
/ Start date must be a Sunday. An error message will be displayed when saving if other than a Sunday.
End date will always be 12/31/9999. You will not be able to set an end date. If employee is to be on the new schedule for only 2 months, you must repeat this process to place the employee back on their regular schedule.
Change Planned Working Time 0007

10. / Click to search for a Work Schedule Rule.
/ If 8-digit Work Schedule code is known, you can manually enter it instead of searching.
11. / Click button to the right of the Work Schedule 8-digit code to search for the new code.
Change Planned Working Time 0007

12. / Click the Select button .
Change Planned Working Time 0007

13. / Click Save button to save your changes.
/ The description to the right of the Work Schedule code will "not" change to reflect the new code.
Change Planned Working Time 0007

14. / Click Close button to close the window.
/ Message will appear at the top of the window stating the record was changedsuccessfully and informs you to click CLOSE to exit.
Employee Work Schedule Substitutions - UCFlex Enterprise Portal - Internet Explorer

15. / When finished editing Employee Work Schedules click Log off .
Welcome - UCFlex Enterprise Portal - Internet Explorer

16. / Click Yes .
End of simulation.

17. / You have successfully changed an employee's Work Schedule.
11/7/2017
Ver: Rev 2016-1 / MSS Change Employee Work Schedule.udc
© University of Cincinnati / 1/15
Work Instruction
Functional Area: Manager Self Service (MSS) / MSS_Change Employee Work Schedule
Result
You have successfully changed an employee's Work Schedule.
11/7/2017
Ver: Rev 2016-1 / MSS Change Employee Work Schedule.udc
© University of Cincinnati / 1/15