Time and Absence
PeopleSync (Workday) is now NYU’s system for entering time worked and requesting time off. All NYU administrators, researchers, staff, and student employees in New York, D.C., and Los Angeles locations will use PeopleSync for time tracking and absence management. Watch the Time and Absence overview videos for NYU administrators, researchers, staff, and student employees.
Make sure to take your iLearn PeopleSync training so you can confidently manage common time and absence tasks such as entering and approving time, requesting time off, and much more!
Why the Change?
Transitioning from myTime to PeopleSync will make managing time and absence tasks more convenient for NYU employees by reducing the number of systems required to use and providing an enhanced user experience.
What has Changed?
- PeopleSync (Workday) has replaced myTime as NYU’s system for time tracking and absence management.
- You now have the ability to manage select time and absence tasks right from your phone using the Workday mobile app, available in the App Store and Google Play Store.
Who Will Use PeopleSync?
All NYU administrators, researchers, staff, and student employees in New York, D.C., and Los Angeles locations currently using myTime to enter or approve time or absence will use PeopleSync for time tracking and absence management.
Download the New Time Clock Instructions
Beginning April 26, new time clocks will be used at NYU buildings for staff who use time clocks to record their time worked. Download the time clock instructions here.
Understanding Your Timesheet
How do I correctly clock in using the new time clocks?
Employees should record time at clock devices by holding their badge once in front of the device. Employees should not repeatedly wave their badge in front of the device as this may cause the device to create extra punch in and out times which can result in improperly recorded time. Please wait at least 30 seconds before trying to clock in again. You may also reference these time clock instructions.
I worked, and the clock did not record my time. What do I do?
Check with your manager to determine how to properly record your time and validate your hours. Your manager must submit your hours.
Do I have to manually enter schedules for my employees?
It is recommended to maintain schedules using the “Assign Work Schedule”’ for ongoing changes or the “My Team’s Schedule” for ad hoc changes. This is important for clerical and technical employees to ensure their time entry is accurate, and to ensure that other employee populations’ are able to request time off on their scheduled days.
How do I find people as a timesheet or time-off approver if I don’t see them in the “My Team” report or employees whom I previously approved for?
Employees that appear in “My Team” sections are your direct reports. To find employees assigned to you as “Timesheet” or “Time Off Approver”, either search by name or use the “Employees by Organization” section to find them listed under your TSA/TOA org.
How do I enter time off when working overnight?
You must request an absence and select both dates that your shift covers and then select “Edit Quantity Per Day” within PeopleSync. You then enter the amount of hours for each date. When working an 8-hour shift that falls on two separate days, you should divide the time between the days they fall on. (e.g., On an 8-hour shift working 10pm-6am Mon-Tues: 2 hours on Monday and then 6 hours on Tuesday)
If I work a holiday, can I use that day in the future as a day off?
This is known as taking “holiday in lieu of”. Your manager or approver can assist with approving and entering this.
Why am I not seeing meal breaks and grace periods on my timesheet?
Make sure the appropriate work schedule is assigned.
Why can’t I enter time and absence for employees delegated to me?
In order to take action on timesheets for employees delegated to you, you must first switch accounts to the account as their assigned approver. To do so, click on the menu in the top right corner and select “Switch Accounts”, then choose the assigned approver to act as. You will then be able to access timesheets, enter time and absence, and other tasks for those employees you have been delegated.
Do I have to approve timesheets on a daily basis?
No, you do not. You can approve a timesheet whenever you like, but you must approve the timesheet at the end of the pay period. Submitting a timesheet before the end of the pay period does not lock the timesheet.
When do I have to submit my timesheet?
Employees who enter time manually are encouraged to review and submit timesheets at the end of each pay period. This helps ensure the time worked is correctly recorded. However, if an employee forgets to submit a timesheet; all the time entered for the pay period will be paid.
How do I ensure I get time and absence notifications the way I want to get them?
From the menu in the top-right corner in PeopleSync, click “My Account”, then “Change Preferences”. The section at the bottom controls notifications. You can elect for daily, immediate or never for the different notification types. “Approvals” and “Tasks” are the relevant types for notifications relating to time and absence.
The system isn’t letting me enter a vacation or sick day for an employee. How do I do this?
An employee must be scheduled to work on a day in order to take that day as a vacation or a sick day. HR, a manager, or an approver can update their schedule. This applies to all types of employees.