KUT USER TRAINING FAQs

KUT USER

Frequently Asked Questions: Human Resource

Personal Details

Work Experience

Q: I cannot edit details on my Work Experience dashboard.

A: The system will generate details for fields that are not editable. Once you have accomplished your form, click submit and the non-editable fields will generate data.

 

Q: What should I do if the system won’t accept the coverage date of my Work Experience?

A: The coverage date of your Work Experience can be found under From and To date. All date entries should not overlap, otherwise the system will not accept your entry.

 

Q: Should I follow a specific order on how I should encode my Work Experience?

A: No. You may fill out the record in any order. The system will recognize your entries and will sort your Work Experience according to the dates you have provided.

 

Q: Will details regarding my work experience be verified? How?

A: Yes. CCHSRO will be reviewing the supporting documents that will be uploaded and submitted to the system. To upload additional documents please click “Attach”. You can upload files limited to 2MB only and accept png, jpeg, doc and xls files.

 

Q: What should I do when the data I just submitted is not showing on the system?

A: Refresh the screen of your dashboard. On the upper right side of the dashboard, below your login name, click the Refresh button represented by a “recycle” icon,
not the refresh button of your browser.

Contact Details

Q: When the message “Screen Validation failed! check for marked controls.” appears on my screen, what should I do?

A: Refresh the screen of your dashboard. On the upper right side of the dashboard, below your login name, click the Refresh button, not the refresh button
of your browser.

 

Q: What should I do when there are no contents available on the dropdown menu to add on my contact information?

A: Refresh the screen of your dashboard. On the upper right side of the dashboard, below your login name, click the Refresh button, not the refresh button
of your browser.

 

Q: What should I do when the message “Error number returned from procedure should be numeric.” pops on my screen ?

A: This means that one of the fields you edited on the screen contains the wrong character type. Double check on items that only require a number or text format.

 

Q: What are the orange dots or lines on the information field?

A: Fields with orange dots or lines are mandatory fields that require you to fill up verified information; otherwise, the system will prompt you to fill up the said fields.

Qualification Details

Q: How will my details regarding my qualification be verified?

A: CCHSRO will be reviewing the supporting documents that will be uploaded and submitted to the system. To upload additional documents please click “Attach”.
Files attached are limited to 5MB only and accept png, jpeg, doc and xls files.

Time Management

Q: Given that we can now use the system to input our time logs, are we still required to submit the WFH Forms 003/004?

A: We will still submit Form 003/004 until further notice.

 

Q: What is Shift Deviation?

A: Shift deviation is a request for a change in Residency Schedule or the allocation of the employee to a different shift from the one that they are currently assigned to.

 

Q: What is Time Deviation?

A: Time deviation refers to changing the time of the shift to which the employee is currently assigned. The time deviation could be a change in the time started,
ending time or both.

 

Q: What should I do when the message
“Transaction (Process ID 89) was deadlocked on lock resources with another process and has been chosen as the deadlock victim. Rerun the transaction.” pops on my screen?

A: Refresh the screen of your dashboard. On the upper right side of the dashboard, below your login name, click the Refresh button represented by a “recycle” icon,
not the refresh button of your browser.

 

Q: Can I still access applications that weren’t saved but submitted?

A: Yes. Clicking submit will trigger 2 activities: Saving your draft and submitting it for approval to your Unit Head. Simply go back to the Plan Detailed OT screen
and select Status. Under Status, select Pending for Approval as your option.

 

Q: What should I do when the saved/submitted data or application is not visible?

A: Refresh the screen of your dashboard. On the upper right side of the dashboard, below your login name, click the Refresh button, not the refresh button
of your browser.

 

Q: After filing for my shift/time deviation, will my schedule change automatically after submission?

A: No. You will have to wait for the authorization or approval before it reflects on your work schedule.

 

Q: After filing for my shift/time deviation, will my total work hours change automatically?

A: Applications for time deviation, shift deviation and overtime planning are subject for approval and authorization from your supervisor or unit head.

 

Q: How can I track my Shift Deviation Request?

A: Upon the creation of your shift deviation request, a Request No. will be created automatically. You may track your request using your Request No.
as your reference when you visit the Edit Shift Deviation Screen.

 

Q: How can I delete a Shift Deviation request that is still pending approval?

A: Homepage >> My Attendance >> Edit Shift Deviation
Follow the Navigation Activities
Under Pending for Authorization, you can choose the Delete button or trash can icon to delete your request.

 

Q: How can I cancel a Shift Deviation Request that has been approved?

A: Homepage >> My Attendance >> Edit Shift Deviation
Follow the Navigation Activities
Under the Approved/Authorized panel, you can choose the “X” icon to cancel your approved request.

 

Q: How can I delete a Time Deviation Request that is still pending for approval?

A: Homepage >> My Attendance >> Edit Shift Deviation
Follow the Navigation Activities
Under Pending for Authorization, you can only choose the Delete button or trash can icon to delete your request.

 

Q: How can I cancel a Time Deviation Request that has been approved?

A: Homepage >> My Attendance >> Edit Time Deviation
Follow the Navigation Activities
Under the Approved/Authorized panel, you can choose the “X” icon to cancel your approved request.

 

Q: How many days before I get an approval or feedback for my requests?

A: The time frame of your request approval will depend on your Supervisor/Unit Head provided that they follow what is stipulated in your Employee Manual.
As long as requests for time deviation, shift deviation and overtime schedules are not approved, requests remain pending for approval by the supervisor/unit head.

 

Q: Will I still be needing the signature of the director before I apply for overtime?

A: No. With the new HRIS and the uploaded supporting documents, the approval of the Unit Head will be the only sign-off.

 

Q: If I will be running errands in the morning is that considered as Time Deviation?

A: No, that will be considered as a “Leave Request”. Time Deviation is a change in time that you are currently assigned to and also with the same number of hours.
For example if there’s a university activity that will require you to go to the campus at 7AM-4PM and your official time is 8AM-5PM, that is considered as Time Deviation.

 

Q: What time format should I use?

A: Please use military time format, ie. 00:00:00 to 24:00:00.

 

Q: Will I be receiving emails as proof of my transactions regarding my requests?

A: No, the latest HRIS functions as a record tracker as well, giving both the employee and the immediate supervisor access to reports eliminating the need for 3rd party players such as emails.

 

Q: Can I follow my change in residency schedule even if my Supervisor or Unit Head has not yet approved my request.

A: Please be reminded that any request submitted should first be approved before your request be implemented. Otherwise, the system will translate your request as
not approved. Example: Request for Time Deviation from 7AM – 16 PM (official sched 8AM – 17PM) and not yet approved, you Scanned-In at 7AM – 16PM, system
will translate this as Early In (not 1 hour OT) and undertime of one (1) hour.

 

Q: Do I need to login and out using the HRIS everyday?

A: Yes due to the current work from home set up. However, once we resume campus operations, the biometrics are linked to the system and eliminate the need to log in and out using the HRIS.

 

Q: Can I still log in before 9AM and log out of work in-between 4-6PM like before?

A: No. The work schedule is based on your approved residency. For example your approved residency time is from 7AM-4PM and you scanned in at 8AM, you are required to file for Time Deviation.

 

Q: In the old system, there was no need to seek approval to change my work schedule, as long as I reported within the allowable time frame and completed the required 40-hr work per week.

A: The new HRIS is very specific and cannot conform to certain flexibilities on some features. Which is why we have to add more steps just to accommodate any policies.

 

Q: What should I do if I changed my time and my lunch break isn’t reflected on my new schedule?

A: Homepage >> My Attendance >> Edit Time Deviation
Follow the Navigation Activities
You can check your break hours under Work Summary, there should be a 1 hour or 1.5 hrs dedicated for your break.

Leave Management

Q: How do I delete a Leave Request that is still pending for approval?

A: Navigation Homepage >> Manage Leave
Follow the Navigation Activities
Leave under Pending for Authorization, choose the Delete button or trash can icon to delete your request.

 

Q: How do I cancel a Leave Request that was previously Approved?

A: Navigation Homepage >> Manage Leave
Follow the Navigation Activities
Leave under the Approved/Authorized panel, choose the “X” button to cancel your approved request.

 

Q: How can I track my Leave Application?

A: Upon the creation of your Leave Application Request, a Request No. will be created automatically. You may track your request using your Request No.
as your reference when you search for your request.

 

Q: How do I file for Leave?

A: To create, apply or request for a Leave Request go to Self Service Homepage > Manage Leave > New Request.
Provide the corresponding details needed on the dashboard and click “Submit Request”

 

Q: Will the unit head of supervisor endorse my leave request to the HR Office?

A: No. All leaves are subject to the approval of the immediate supervisor or unit head once they are notified of your requests.

 

Q: Can I cancel my Leave Request on the day of my scheduled leave?

A: No. The latest cancellation you can file for a recently approved or submitted Leave Request is a day before the scheduled leave date.

 

Q: Under the coverage or duration of my Leave Request, what does First and Second Session mean?

A: The First Session pertains to a Morning Attendance while the Second Session pertains to the Afternoon attendance.

 

Q: What should I do when the requests that I saved/submitted are not visible or reflected on the dashboard?

A: Refresh the screen of your dashboard. On the upper right side of the dashboard, below your login name, click the Refresh button, not the refresh button
of your browser.

 

Q: If I filed for Leave four (4) days before the actual date and the request gets approved on the day of the availment, is it still considered valid?

A: Yes, provided that it follows the policies stated in your Employee Manual.

 

Q: If the Leave Request I filed is still pending for approval and goes beyond the availment date, what will that mean for the status of my leave?

A: The Leave Request is still considered unauthorized. Requests with Pending for Approval status that goes beyond the availment date
should not be presumed as approved.

 

Q: How do I file for Leave under Official Business?

A: Offsetting and Official Business are part of the Leave Management Module and will undergo the same process as Filing for a Leave Request/Application.

 

Q: Do I need to inform my supervisor or unit head regarding a request I just filled?

A: No, the supervisor or unit head will immediately be notified of all your filed requests both in the system and via email.

 

Q: How do I file for Official Business or Offsetting?

A: Navigation Homepage >> Manage Leave
Follow the Navigation Activities
OFFSETTING and OB is part of the Time & Attendance Policies, but may be filed under the Leave Management Module of the System.

 

Q: What will I do if my Supervisor is unavailable to approve my leaves?

A: It is the responsibility of the supervisor to inform HR on who will be the next level approver in the office should he/she be unable to report to work for an extended period.

Submit a Ticket

  1. Go to the Support Portal. 
  2. The DLSU Human Resources Support Portal page will open.
  1. Type a valid email address in Log in to submit tickets. Click Log in.
  1. A pop-up notification message will be displayed at the upper portion of the page.
  1. Check your email with the subject Login to your help desk portal. Click the “Click this link to login to the portal” link.

Note: An invitation link is sent each time the user logs in and serves as the user login authentication in the DLSU Human Resources Support Portal. 

  1. The DLSU Human Resources Support Portal page will open.
  1. To report a concern/issue, click Submit a ticket.
  1. The form for ticket creation will be displayed.
  1. Fill out all the fields.
  • Summary – brief description of the report
  • Description – detailed description of the report and provide other information that would help resolve your report 
  • Category – select the appropriate category based on the application you are accessing

 

Category (Main Apps) Sub-Apps
HRIS – Attendance Refers to the leaves and attendance related transactions of an employee depending on their employee classification.
HRIS – Onboarding Refers to the Onboarding and Learn Process of a newly hired applicant.
HRIS – Performance Refers to the Performance Evaluation Process of the employee.
​HRIS – Personal Information Refers to the 201 information of the Employee such as personal information, work experience, qualifications and family information of dependents.
HRIS – Recruitment Refers to the Recruitment Process of an employee in applying for a job in DLSU.
​HRIS – Succession Refers to the succession planning of current workers as they leave the workforce due to retirement, attrition, and other factors.
​HRIS – Technical Concerns Refers to technical difficulties experienced in the system due to system performance, errors and incorrect screen results.
HRIS – Timekeeping Refers to the Time Records of the Employee from the Biometric system. This includes correction of missing time logs due to failure to scan in/out, Change of Schedule, Overtime/Excess Time.
  • Employee Classification – select your employment classification.
  • Issue / Concern – select the issue or concern you are encountering.
  • Attach a file – provide a screenshot of the error message or other supporting documents.
  1. Click Submit.
  1. A pop-up notification message will be displayed at the upper portion of the page.
  1. Click Home to view your submitted ticket/s and its status.
  1. Click the drop down list to view your Open and Close ticket/s.
  1. Select the ticket to view its details.
  1. Ticket details will be displayed.
  1. You can send a message or question in the chat box.
  1. You can also close the ticket if your report has been resolved.

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