Answers about Upcoming Technology Changes to Timekeeping and Core HR Transactions

In an effort to modernize decades-old timekeeping systems and improve core Human Resources transactions (e.g., iJANs and Appointments), cross-functional teams are working to introduce new, simpler processes and one modern system. The upgrades are planned for launch on July 30, and MySlice will remain the main access portal. This project will bring more efficiency and reliability to the way employees record their time, whether they are hourly employees tracking time or salaried employees reporting exceptions. The improved system replaces paper punch cards, paper timesheets and manual data entry with technology to swipe ID cards or online entry including mobile devices.

The system and process changes are designed to reduce administrative burdens across the university.

Training and reference materials to prepare student employees, faculty and staff for the change will be released in July, and additional support will be in place as the 2018-19 academic year gets underway.

Interested in learning more about the role of the new system and the changes it could mean for employees? Here’s an overview of what you need to know:

How will timekeeping change for hourly employees?

Currently, timekeeping for hourly employees varies by department, with some using time clocks and punch cards and others using paper timesheets that an administrator manually enters into the system. After the July 30 system launch, time will be recorded directly by employees electronically via a computer or mobile device, or in other cases, by swiping ID cards in time clocks at venues like the Dome.

Will salaried/exempt employees need to record their time every day?

Salaried/exempt employees will not need to record their time daily or weekly, but will use the system to input their time off, including vacation and sick days.

Which HR transactions will be handled through the new system?

HR transactions previously conducted via iJAN or Online RAP will now be conducted in the new system. Managers will be able to easily view employee information including leave accruals. In addition, they will be able to request new positions, address vacancies, access job descriptions and request compensation changes. The ability to conduct these transactions will be limited by department rules based on administrative roles

Will managers who rely on administrative support staff to conduct iJAN and Appointment transactions be expected to perform the function themselves after July 30?

The intent is that the system will be easy enough that managers and supervisors will be able to initiate transactions themselves via simple online forms that capture the necessary information HR needs. They will also be able to easily track where a specific transaction is in the process. Depending on the rules of their particular department, administrative support staff may be able to initiate these responsibilities as well.

How will timekeepers and administrative support staff with significant job responsibilities in these areas be affected?

At the university level, we expect the overall administrative burden and activity to be reduced as a result of the system’s advanced technology. How that translates to the individual level will vary based on department and other job duties. For some employees, their workload may not change, but may become easier to manage. For others, the new technology may free their time up to engage in other important activities and functions that advance the mission of the University and the Academic Strategic Plan. The specifics of those changes may not become apparent until after the new system goes live.

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