FAQs

Entering & Submitting Time

Yes. After 90 days, unused comp time moves to a “Comp Payout” bucket. Managers must add it to the timesheet for payout during the next pay cycle.

Job Aid: How to Convert Overtime Worked to Comp Time Earned 

Job Aid: How to Pay Out Comp Time Earned 

Yes, this will be a capability in the new system. You may need to split the hours that allocate to each index.  

Job Aid: How to Transfer a Labor Index for Exempt Employees 

Job Aid: How to Transfer a Labor Index for Non-Exempt Employees

Job Aid: How to Use Schedules to Transfer a Labor Index for Non-Exempt Employees 

 

Yes. Templates will be added with a consistent naming convention and clear descriptions. Departments will have time to assign schedules before employees start punching in/out. 

Job Aid: Creating Schedules for Non-Exempt Employees (Ad-Hoc)

Job Aid: Creating Schedules for Non-Exempt Employees (Schedule Pattern)

Yes. They select which job they’re clocking in/out for. 

Job Aid: Employees with Multiple Non-Exempt Positions 

Job Aid: Employees with Monthly & Bi-weekly Positions 

No. Paid 15minute breaks should not be punched. Punching out results in unpaid time. Meal breaks (typically 30–60 minutes) must be punched.

Each punch is recorded on the timecard and differentiated by Position Number and Suffix. Managers can view all in/out punches for the employee, including punches associated with other positions, with each clearly designated by its position information.  

Job Aid: Employees with Multiple Non-Exempt Positions 

Job Aid: Employees with Monthly & Bi-weekly Positions 

 

Overtime is automatically calculated based on hours worked a week and EClass/union rules; rounding is to the tenth of an hour. Holiday/leave interactions follow UNM policy/CBAs; managers can monitor via timecard totals and the Overtime Summary data view. 

In LoboTime, employees can record time using a timeclock, a computer, or a mobile device. Departmental policy will determine which timekeeping methods are permitted.

Job Aid: Punching In and Out

Exempt employees will use the new timekeeping system for reporting leave. Exempt employees will not be expected to clock in/out.

Job Aid: How to Submit a Leave Request

Check Banner of the Labor Distribution report in MyReports. 

Approving Time

Yes. Multiple org managers or delegates can be assigned as backups depending on the structure of your organization.

Job Aid: Delegating Approval Authority

Supervisors are primarily responsible for approving employee timecards. The system includes a temporary delegation feature that allows supervisors to assign approval authority to another individual within the same org—typically used during periods of leave. Org Managers may serve as backup approvers when needed, depending on departmental requirements.

Job Aid: Approving Timecards

Job Aid: Supervisor Pay Period Close

Yes. Lobotime is configured to include managers with affiliate roles in Banner. Non-UNM supervisors are added to the employee’s job record and loaded into Lobotime as the supervisor for approvals. This process mirrors what is currently done in LoboTime. 

Yes, if the next-level supervisor or Org Manager approves before the payroll deadline. After the payroll deadline, any errors can be corrected via a Payroll Adjustment.

 Job Aid: Org Manager Pay Period Close 

Yes. Org Managers can remove supervisor approval, then employee can make corrections.

Job Aid: How to Correct a Timecard Punch and Add a Missed Punch

Job Aid: How to Edit your Timecard and Add a Missed Punch

Supervisors are primarily responsible for approving employee timecards. The system includes a temporary delegation feature that allows supervisors to assign approval authority to another individual within the same org—typically used during periods of leave.

Job Aid: Delegating Approval Authority

Yes. Best practice is employee approval, but supervisor approval will allow payroll processing when employee is unavailable.

Next-level supervisor or Org Manager can approve. Supervisors can also delegate approval authority to peers via Manager Delegation.

Job Aid: Delegating Approval Authority

Yes — In LoboTime the terms are used interchangeably.

Leave & Absences

No. Only leave time (e.g., annual or sick leave) needs to be submitted for exempt employees. However, they will need to go in and approve their monthly timecard even if they took no leave.

Job Aid: How to Submit a Leave Request

Job Aid: How to Approve your Timecard

Yes. It is entered as “Other Paid Leave” in Banner and will remain the same in Lobotime. Lobotime adds categorization options (e.g., closure/delay) for clarity. 

Job Aid: How to Enter Other Paid Leave

 

The employee will request sick or annual. Supervisors then must manually designate approved FMLA time in the system by editing the time entry to reflect “FMLA Sick” or “FMLA Annual” instead. 

Job Aid: How to Enter FMLA

Job Aid: How to Enter CAT Leave for Exempt Employees

Job Aid: How to Enter CAT Leave for Non-Exempt Employees

Job Aid: How to Enter Leave Without Pay

 

Yes, holiday leave hours will auto-populate in Lobotime and are treated as regular time. Employees working on holidays will receive time and a half which the system will automatically apply to any hours punched on a holiday. 

Yes, in the live system (not in test, that functions has been turned off in the test site to avoid confusion)

Job Aid: Time Off Requests Dataview

Job Aid: Exempt Employee Timecard Sign-Off Status Dataview

Job Aid: Non-Exempt Employee Timecard Sign-Off Status Dataview

Job Aid: Supervisor Pay Period Close

Within the Absence Calendar or Schedule Planner. Hyperfind filters (e.g., “Reports to Me”) help narrow results

Job Aid: Time Off Requests Dataview

Job Aid: Intoduction to Hyperfinds

Job Aid: How to Build a Hyperfind Based on Department/Org Code

Job Aid: How to Build a Hyperfind with Multiple Parameters

Job Aid: How to Build a Hyperfind Based on Supervisor

 Yes. Adjustments can be made for part-time employees; we are working on a Job Aid for that task. 

 

Supervisors can rightclick on the request → “View Accruals” to see current balances.

Job Aid: Time Off Requests Dataview

Access, Roles & Permissions

Use the Org Manager App. This app overrides the BAR role and allows assignment of individuals who need access beyond their direct supervisory chain. Level 3 HR Agents have access to assign Org Managers at Levels 3, 5, and 6. Departments should coordinate with HR Agents
Yes, the standard chain of command will be automatically carried over into Lobotime. The only individuals who need to be added to the Org Manager app are those who require access to timecards outside of their normal reporting structure. For example, an accountant within a department who does not have direct reports would typically only have access to their own timecard. However, because the accountant is responsible for managing departmental payroll, they would need visibility into all timecards within the organization. In this case, access would be granted through the Org Manager app to allow viewing of all timesheets within the org.
Yes, it replaces the need for LoboTime approval bar roles. Access will now be managed through the app. 

For employees not using the app for testing should downloaded the app one week before go-live to avoid confusion. For Org Managers and superviser that would like to test out the app before go-live can download it now. Please refer to the step-by-step instructions on the home page to download the app

Use UKG Pro (Android or iOS). In testing, point the app to the training URL (https://univofnewmexico-uat-sso.npr.mykronos.com/wfd/home); after go-live, reconfigure/download using the URL for production. 
Yes. Shift differential is calculated automatically based on when the employee actually works; if more than half the day is in Shift 2, Shift 2 differential applies in accordance with policy and/or CBA rules.  
The system is not geofenced. Employees can clock in/out from any location using the app or web browser. The system logs IP addresses and device information.
Yes. LoboTime will use your UNM or HSC log-on credentials with single sign-on (SSO) authentication, allowing supervisors to manage both roles in one session.

Fixing Errors & Corrections

Yes. Updates flow from Banner via feeds twice daily. 
Yes, the process remains unchanged. Corrections needed after the payroll deadline must be handled via a payroll adjustment form.
Yes, but only within the same FLSA workweek (Sat 12:01 a.m. – Fri midnight). Flexing across weeks (even within the same biweekly pay period) is not permitted. 
Sign-off can be removed any time before the 4:00 p.m. payroll deadline (monthly or biweekly). After that deadline, any corrections must be processed using a Payroll Adjustment Form.