Beginning with Time and Effort version 1.2 (introduced in the spring of 2011), a new document status was created. The document status is called “Collecting“.
Documents are in collecting status during the actual working period of a certification period. For example, during the spring of 2011, while we are certifying documents for the Fall of 2010 (July through December), documents for the spring of 2011 are being created and aggregated as each month goes by. The payroll for the January 2011 period that loads on February 10th, will contain payroll for the spring 2011 documents as well as possible corrections for the Fall 2010 period.
Usually on the 15th of the month following the end of the certification period, these documents will move to a status of “Open” and be ready for certification. During the time the documents are in collecting status, they will be visible to employees and managers. The employees and managers will be able to look at and review the documents – even though they are not ready for certification.
Why was the new feature added?
Previously the time and effort system hid these documents from employees, managers, and administrators. Following an internal audit conducted in the fall of 2010, it was determined that making these documents available for inquiry before the end of the period would give employees and managers the ability to see payroll charges and possibly take corrective action closer to the actual pay period.
Is this review required?
There is no requirement for employees to look at documents in this status. However, PI’s and administrators may find the documents useful.
What does this look like to the employee?
As of version 1.3, the employees will see documents in collecting status in a new tab next to their Inbox called Future Documents. They can choose to ignore these documents or they can click the “select” button to review them. Following is a sample of inboxes in the Future Documents tab.