Help! I can't access the ITAMS system!!
If your department is on ITAMS and your supervisor & others can "see" your record, but you can't access ITAMS, you may not have established your VIP employee pin.
If you have not activated your VIP EMPLOYEE pin, the message "Invalid User" will appear when you try to access the ITAMS system.
To establish your employee pin for the first time:
Go to the VIP home page:
Enter your SSN# in Step 1
Skip Step 2.
Go to Step 3. Enter your Birth month, and day (MMDD) as the PIN. VIP will prompt you to change the password. Change your password.
-You must wait OVERNIGHT before your new employee password is passed to the ITAMS system.
Note: If you attempt to access ITAMS on the same day that you established your VIP password, you will get the message “invalid” user id.
PLEASE NOTE THAT STUDENT EMPLOYEES MUST ALSO ACTIVATE THEIR EMPLOYEE PIN ON VIP IN ORDER TO USE ITAMS. THEIR STUDENT PIN WILL NOT WORK WITH ITAMS.
Why do certain leave codes appear on my timesheet?
ITAMS will remember timecodes you have used in the past month, so they may be displayed on your timesheet.
Do I have to enter my hours each day?
This will depend upon your department's policy. Employees can choose to enter hours each day and save their timesheet, or wait until the end of the week to create their timesheet.
My timesheet won't forward to my supervisor. What should I do?
If you are a non-exempt salaried employee who fills out a timesheet each week, the hours on your timesheet must at least equal your scheduled hours or your time sheet will not forward for approval. First, check to make sure your timesheet hours equal your schedule. If you took leave without pay hours, use the LWOP-Persnl timecode to enter those hours. If your position begins or ends during the week, and the paperwork is not current, your manager or approver will have to retrieve your timesheet and then approve it.
My supervisor isn't here to approve my timesheet. What should I do?
If your supervisor is not available to approve your timesheet, or if that position is unfilled, you must select to send your time sheet to one of your authorized department approvers. When you click to "send" your timesheet for approval, select the alternate approver from the drop down box that appears in the ITAMS window
Can I fill out my timesheet in advance?
Yes. ITAMS allows you to access up to two time periods in the future. You can choose to fill out your timesheet in advance. However, if you enter any leave hours on your timesheet, those hours will be shown as "taken" once you have saved your timesheet.
Can an employee change their timesheet after it was sent for approval/ or approved?
No. The timesheet is locked once the timesheet is sent for approval. Any changes at that point must be made by your supervisor or an ITAMS department approver.
What if I discover an error after I send my timesheet for approval?
Your supervisor or department approver must make the change for you. If your time sheet has not been extracted, the supervisor or ITAMS approver can open the timesheet, make the change and re-save your timesheet. If your timesheet has already been extracted (processed for payment) your supervisor or an ITAMS department approver will have to "unlock" your timesheet in order to process a 'prior period adjustment'.
Can the supervisor of an employee access the time record before the employee has submitted it for approval?
Yes. Your supervisor and the ITAMS department approvers can retrieve your timesheet at any time via peoplesearch.
Can the supervisor approve an employee timesheet without the employee forwarding it for approval?
Yes. Supervisors and ITAMS approvers have the ability to retrieve your timesheet via the "People Search" function in ITAMS.
When are e-mail notices sent to employees in regard to ITAMS timesheets?
Non-exempt salaried employees whose time sheet was either not submitted or not approved by the appropriate deadline will receive an email that tells them the timesheet was not processed. A 2nd message will be sent to the supervisor of the non-exempt employee and one of the ITAMS department approvers. If the employee is not available to create the timesheet, the supervisor or department approver will need to create the timesheet.
If a pay period closes and is processed, and the employee realized that leave taken wasn't placed on the time record, or an incorrect type of leave was entered on the timesheet, how can it be fixed?
Once the time has been processed, the change must be made by your supervisor or an ITAMS department approver. This will require the supervisor/approver to "unlock" your previously extracted timesheet, make the adjustment and re-save the timesheet. The change will be processed as an adjustment when the upcoming time period is processed.
If a supervisor is out on vacation, how will the staff get their time records approved?
When the time sheet is sent for approval, the employee has the ability to select to send the timesheet to an ITAMS approver instead of their supervisor.
What if I am on leave when time sheets are due, and my time sheet is not filled out ?
If you did not fill out your timesheet in advance, your supervisor or an ITAMS department approver can create the timesheet in your absence by retrieving your record via the ITAMS "People Search" feature.
What if an employee forgets to fill out the time sheet?
Hourly employees will not be paid unless their timesheets are approved and processed. Non-exempt salaried employees whose timesheet was either not submitted or not approved by appropriate time will receive an email that tells them the timesheet was not processed. A 2nd message will be sent to the supervisor of the non-exempt employee and one of the ITAMS department approvers. If the employee is not available to create the timesheet, the supervisor or department approver will need to create the timesheet.
What if my supervisor doesn't approve the time sheet?
Unapproved timesheets are not processed. If your supervisor is not available to approve the time sheet, an ITAMS department approver can retrieve and approve your timesheet via the ITAMS "People Search" function. If you are a full-time nonexempt salaried employee, you will receive an email notification if your timesheet has not been approved by the specified calendar deadline.
How will I know when to submit my time sheet for approval?
Time sheet processing will continue to follow the payroll calendar. Click on "Important Processing Dates", located on the top left of this web page, to view the payroll calendar processing dates.
My supervisor’s name is missing (does not appear) when I select to send my timesheet for approval. However, I do see the names of the “alternate” approvers for my department.
Your department may not have updated the supervisor information for your position. Once the department updates the supervisor information (using either the web-based supervisor update program, or by contacting Human Resources), it will take overnight before the change is passed to the ITAMS system.
When I access my ITAMS timesheet, the message “No Data Available” appears. What is wrong?
Nothing is wrong. If you have never accessed ITAMS, or if you haven’t used a time code recently, the message “No Data Available” appears. This just indicates that no time codes are displayed on your timesheet. Go to the Time Code drop down box at the top of your timesheet and select a time code. Click the “AddTimeCde” button, and the time code will display on your timesheet.
I have a “late” timecard for a week that occurred before my department began using ITAMS. What should I do?
DO NOT ENTER THOSE HOURS ON ITAMS. Turn the late timecard in to your department. Your department must continue to send any “late” paper timecards to payroll for weeks that occurred before your department began using ITAMS.
How will I know my timesheet was approved?
Login to ITAMS and check the messages shown in the box on your ITAMS HOME screen. If you filled out your timesheet on ITAMS and forwarded for approval, the message box on your ITAMS Home Screen will indicate that you have “1 timesheet waiting for approval.
When your timesheet is approved, that message will change to “you have 0 time sheets waiting for approval. If you can’t remember if you sent your timesheet for approval, click time entry and go directly to the timesheet to see the timesheet status.
I cannot access ITAMS, and my supervisor and department approvers cannot access my timesheet via Peoplesearch.
If your hiring paperwork has not finished processing, you will not be shown on ITAMS.
I was able to sign-in to ITAMS last week. However, this week I cannot login. Also, my supervisor and ITAMS approvers do not “see” me when they do a “people search”.
Your position may have expired or your paperwork may be in the process of being renewed. Check with your department if you do not know your begin & end dates. If your position has expired, and you do not have a new position, you will not be able to access ITAMS. However, the department’s ITAMS approvers, or your supervisor will be able to access your expired record by doing a people search. However, they must leave the “active position” check box empty before clicking the search button on the People Search screen.
I have trouble viewing some of the ITAMS pop-up boxes on my computer. Other users in my department don't seem to have the problem.
Verify that your browser is either Netscape or Internet explorer, version 5.0 or higher. Also, have your department's computer technician check your browser settings.
If you are using "memory caching" or pop-up blockers, this may interfere with your ITAMS functions. For the best results in ITAMS, your internet options for temporary internet files should be set to check for newer versions of stored pages: Every visit to the page.
I can access ITAMS, however, sometimes when I click on certain user functions such as "send timesheet for approval" nothing seems to happen. When you click the "send timesheet for approval" function, a new box should pop-up on your screen.
However, on occasion the pop-up box may instead show up as a small box on the task bar which is usually located at the very bottom of your computer screen - to the right of the Start box. This can happen with any web-based software. Look for an icon that looks like a sheet of paper with an "e" on top. Click on that small box and the ITAMS window should open.