Human Resources Policy Updates for Fiscal Year 2019-2020

As part of the Human Capital Management Initiative and after careful review, Penn has updated many of its Human Resources policies.

Three new Human Resources policies go into effect July 1, 2019:

Time Reporting: Policy 310
Form I-9: Policy 207
Payments in Advance of Hire Date: Policy 311

These new policies, along with all the revisions, are available in the online Human Resources Policy Manual (www.hr.upenn.edu/policies-and-procedures/policy-manual-updates-for-fy2020). They reflect the University’s ongoing commitment to organizational best practices, financial stewardship, transparency and compliance with local, state and federal law.

These changes will not impact faculty and staff members’ benefits eligibility, time off and pay. Most changes are technical and administrative updates to existing policies; these policy modifications integrate Workday@Penn with University Human Resources operations.

Time Reporting Requirement Reminder

Under the new Time Reporting policy, all weekly-paid non-exempt staff, temporary staff and student workers will report their hours worked and time away from work (i.e., sick leave and paid time off) each week in Workday. Their supervisors or designated administrators will approve these time reports.

  • To receive a paycheck, all individuals paid on an hourly basis need to enter their time into Workday.

Weekly timesheet submissions are due by Sunday at 9 p.m. Eastern time.

If you use a time clock system to report for the week, your time clock data will automatically feed into Workday for review and approval. If an individual cannot enter his/her time, the manager or timekeeper can enter it on his/her behalf.

Staff Paid Time Off Requests

The revised Paid Time Off policy states that all scheduled staff paid time off requests must be entered into Workday for supervisor approval. This policy change covers monthly-paid staff and weekly-paid staff. Unscheduled paid time off must also be requested in Workday. Staff members should enter it as soon as possible. If staff members are unable to do so, their supervisors may enter the request into Workday on their behalf.

Using Workday to Report Time, Request Time Off, and Approve Requests

Workday@Penn makes weekly time reporting and time off requests easier. Employees and supervisors will have access to one system of record for fairness, transparency and clarity.

You should have received your Workday “Week One Checklist” email with logon instructions. To learn more, faculty, staff, and student workers can take Workday self-service courses online at www.workday.upenn.edu/home/training Step-by-step Workday tips sheets are also available at www.workday.upenn.edu/home/training/tip-sheets

If you have questions, please contact the Penn Employee Solution Center at hcmsolutioncenter@upenn.edu or (215) 898-7372

—Division of Human Resources