Yes. The iPeople system will be governed by the Illinois State University's Information Privacy Guidelines to ensure privacy of information. Access to your information will be secure and protected using state of the art security measures.
The iPeople Implementation Team is available to answer your questions and welcomes your comments.
|Derek Story (Director)||firstname.lastname@example.org|
|Ramona Swanberg (Time Reporting)||email@example.com|
|David Schaafsma (Reports and Queries)||firstname.lastname@example.org|
|Rhonda Lovell (Data Management Supervisor)||email@example.com|
|Tammy Bains (HRIS Benefits Analyst)||firstname.lastname@example.org|
|Kelly Walker (HRIS Benefits Analyst)||email@example.com|
|Gail Norris (Civil Service Data)||firstname.lastname@example.org|
|Dawn Iseminger (Academic Employee Data)||email@example.com|
|Kaitlin Norris (Student Employee Data)||firstname.lastname@example.org|
|Chris Lunzer (Graduate Assistant Data)||email@example.com|
|Kaitlin Norris (Main Desk Time Sheets)||firstname.lastname@example.org|
Online timesheets will be pre-populated with planned administrative closures and holidays. You will retain responsibilities for reviewing, editing, and approving appropriate time.
iPeople is a Human Resource and Payroll system and will not house personnel budgets. However, a new Budget Management and Reporting system (Budget Wizard) will provide access to personnel budgets.
Although it might seem simpler to report all hours in one lump sum on the current timesheet, it can cause audit issues. ISU's time reporting policy requires employee hours to be reported when the hours were actually worked. Go back to those previous pay periods to enter late hours by day, and then approve them for your employee. Payroll will automatically pick hours in previous pay periods and will process them appropriately in one paycheck. If you have difficulty accessing the older pay periods, please contact HR at 438-1680.
If an employee no longer reports to you due to a position change, it is important for you to contact the HR department at Illinois State University to request a change in the iPeople system to reflect this employee’s new time approver. These requests for change should be made to your employment consultant.
Contact Human Resources at the address and phone number below and they will direct you to the appropriate person:
101 Nelson Smith Building
Campus Box 1300
Normal, Il 61790-1300
Phone: (309) 438-8870
There could be a few things that are occurring with the time approval process. Some things to be aware of as you complete the time approval process are listed below:
No, you do not need to enter zero time into the system. If you did not work or report any other benefit time into the timesheet, there is no need to add a zero to the time sheet. There are two instances when it may be necessary to enter zero into a timesheet.
Yes, all time entered into the iPeople system needs to be approved by a supervisor. If you want to enter in zero time or if you want your employees to enter in zero time, make sure you approve all zero time as well as normal hours.
Generally, time needs to be approved by supervisors by 4:00 pm two business days after the time period has ended. The time periods end on the 15th and the last day of each month.
You can also find a list of upcoming dates for time approvals / time card due dates on the Illinois State HR homepage.
If an hourly employee does not complete his / her time sheet and / or the supervisor does not approve the reported time, the employee risks not being paid on the current pay cycle. He / she will be paid after the time is approved, but iPeople will not automatically process this time until the next pay period.
If a salaried employee fails to report his / her benefit time away from work, he / she will be paid; however his / her benefit balances may be incorrect. The benefit balances will be adjusted after the pay cycle is complete.
Yes, if a terminated employee has submitted time for approval and it is accurate, the you should approve the time. The employee will be removed from your employee list shortly after termination. If you notice that an employee is still on your employee list a few weeks after termination, please contact your employment consultant to request a change.
If any employee were to enter in the wrong time reporting code, you as the supervisor could alter his or her time sheet. However, it is best if you discuss the adjustments with the employee before changing Time Reporting Codes or hours on the timesheet.
Time Reporting Codes (TRCs) are basically categories of time for employees to use within the iPeople system to accurately report work time and/or time away from work. Employees need to select a time reporting code for each type of absence including illness, vacation, holiday, etc. An example of Salaried time reporting codes are listed below. All you need to do to select the time reporting code is to click on it and it will turn blue letting you know that you have chosen a code. In addition, you will need to report the number of hours you worked or were away from work for that specific time reporting code. A full list of Time Reporting Codes is found here:
Yes, you can approve holidays as you normally would for any other reported time; however, be sure you know what employees receive the University designated holidays. Some employees have no University designated holidays and others have varying schedules on holidays. It is important that you know which employees receive which holidays. If you are in a bargained unit, you may want to refer to your contract for Holiday Schedules (link to Contracts Page). There are also calendars published for the specific Holiday Schedules of benefit-eligible employees found here:
Under iPeople, go to the following tabs:
More often than not this is due to a mid-pay period employment change. Typically this is when a new hire begins on a date that isn't the 1st or 16th of the month.
On the employee's timesheet, change the "View By" drop-box from "Time Period" to "Week," enter the employee’s hire date in the date field next to it, then hit the little yellow "Refresh" button next to it. This should allow for hours to be entered on the timesheet.