Fermilab Time and Labor
Questions & Answers
Updated: September 27, 2010
Q. How do I make changes to previously processed timecards?
A. Please see this notice sent to all employees to explain the process for making changes to previously processed timecards.
Updated: September 2, 2010
Q. When is the monthly vacation accrual reflected for the vacation totals? My pay stub reflects the correct amount, but FTL does not.
A. The monthly vacation accrual is reflected in FTL the day it becomes available to use, which is the first of the next month.
Updated: July 22, 2010
Q. I have a question about how to report my hours. Where can I look for answers?
A. Monthly and weekly employees can check the "Hours of Work" section of the WDRS website. Monthly employees can also read this collection of Q&A. The Accounting Department, in consultation with WDRS, is responsible for guidance on time reporting. Please contact Mike Rhoades, Chief Accounting Officer, with questions not addressed by these resources.
Updated: June 28, 2010
Q. Will the new FTL timecard save my project tasks and activities from week to week?
A. For monthly employees only, the new FTL timecard will automatically copy the project tasks and/or activities from the previous reporting period into the current week's timecard.
If you do not work any hours associated with a project task or activity but would like for that category to continue to appear automatically on your timecard the following week, you should click on a day next to that project task or activity and record 0 hours. If you do not do this and the project task or activity does not appear in the subsequent timecard, you can always reenter it.
The project tasks or activities will appear in the next timecard when the previous reporting period ends. They will not copy forward to any future weeks beyond the current time period. The timecard system will not copy forward to the next week the number of hours worked in any category. It will not copy forward holidays or overwrite hours you record ahead of time in future timecards.
For more information, see the step-by-step instructions.
Updated: June 25, 2010
Q. After how many minutes will the new FTL system log me out automatically?
A. You will be logged out automatically when your session expires after 30 minutes. Five minutes before the session expires, a pop-up window will ask you to enter your password. This will give you a chance to log in again.
If you do not log out, your session will last the entire 30 minutes — even if you close your Web browser. Please remember to log out in order to avoid unnecessarily using system resources.
Updated: June 24, 2010
Q. I added a new row to my timecard and the row above it disappeared. Why?
A. It could be that you did not have any hours entered into that row. You can record 0 hours on a day associated with a row to save it.
Updated: June 24, 2010
Q. I clicked on the "insert row" button and two new rows appeared. Why?
A. This occurs with certain versions of Java. You can delete the unused row.
Updated: June 24, 2010
Q. The new FTL system will not accept my username and password. Why?
A. You should use your Services Account username and password, the same username and password you also use when opening a Service Desk ticket. Try to log in to the Service Desk ticket system as if you were going to open a ticket. If you are unable to log in, you should contact the Service Desk at x2345 to have them reset your Services Account password.
Updated: June 23, 2010
Q. Where can I find training materials for approvers?
A. All training materials are available here.
Updated: June 23, 2010
Q. The new timecard system shows that I have 8 hours less vacation time than I had in the old system. What's wrong?
A. You may see a temporary adjustment in your vacation accrual balance as we transition between systems. This is a short-term condition. All vacation accrual balances will be reconciled by Thursday, July 1, as we complete the go-live transition. The system of record for employee vacation balances has not changed and still is under the control of Human Resources.
Updated: June 23, 2010
Q. I'm having trouble accessing my time card. I noticed that in my Windows PC, Java applets are not enabled. How do I change that?
A. As a rule, if you have a windows PC and are receiving messages regarding Java applets, you should contact your local support team or contact the Service Desk at X2345 or by opening a Service Desk ticket.
Updated: June 23, 2010
Q. Can I fill out my time card at home?
A. Yes, you can fill out your timecard at home. Find information about browser and OS compatibility for your home system here. You will not need to use VPN.
The first time you enter your Services Account username and password to log in to the new FTL system from home, it could take two minutes for the page to load. If it takes longer than two minutes, please try to log in again. If that does not work, or if you have other questions, please contact your local support team or contact the Service Desk at X2345 or by opening a Service Desk ticket.
Updated: June 23, 2010
Q. The Audit reports on my timecard display in Eastern time. How do I change them to Central time?
A. This is a known issue and must be changed at the system level. The Computing Division is currently working on this.
Updated: June 23, 2010
Q. How will users with older computers that cannot run Java6 (such as PowerPC Macintosh systems) be able to access the new timecard system?
A. For older systems, or for incompatible OS and browser combinations, an alternate login method has been established using terminal services. Instructions for login can be found here.
Updated: June 23, 2010
Q. Which web browsers will the new timecard system be compatible with? How about Internet Explorer, Firefox, Google Chrome and Safari?
A. Information on supported and recommended browser and OS usage can be found here.
Updated: June 17, 2010
Q. I'm trying to log on to the new FTL system, and it's taking a long time to load. Is something wrong?
A. The first time you enter your Services Account username and password to log in to the new FTL system, it could take two minutes for the page to load. If it takes longer than two minutes, please try to log in again. If that does not work, please contact the Service Desk by phone at x2345 or by opening a Service Desk ticket or by visiting their office on the ground floor of Wilson Hall.
Updated: June 17, 2010
Q. Will my browser work with the new FTL timecard system?
A. You can check whether your browser will work with the new FTL system using this chart. You can also test whether your computer has the necessary settings and software by using the test page. If you wish, the test page can automatically open a Service Desk ticket for you with information about your computer.
Updated: June 17, 2010
Q. How do I access the new FTL timecard system if I don't use Windows?
A. You can access the new system through the Windows Terminal Server. Instructions for using the Windows Terminal Server are located here.
Updated: June 17, 2010
Q. I need help with the new FTL system. Whom should I contact?
A. You can visit the Timecard Doctor booth in the Wilson Hall atrium during lunch hours on Tuesday, June 22; Wednesday, June 23; Friday, June 25; and Monday, June 28. You can also contact your local support team member. To find out when local support will be available in your division, section or center, check here. Otherwise, you can contact the Service Desk by phone at x2345 or by opening a Service Desk ticket or by visiting the Service Desk on the ground floor of Wilson Hall.
Updated: June 16, 2010
Q. How can I practice using the new FTL system?
A. Employees interested in creating practice timecards can access the FTL training environment through the launch page.
Updated: May 12, 2010
Q. Will this new system handle shift workers with non-standard start/end times (for example, someone who checks in at 10 p.m. and out at 8:30 a.m. the next day)?
A. Yes. The FTL team has worked closely with payroll to ensure that the new timecard can accommodate all work and pay rules at Fermilab. We will give individualized instructions to shift workers during training sessions.
Updated: May 3, 2010
Q. If I am already on FTL, how does the new FTL timecard affect me?
A. For exempt employees already on FTL, the new timecard will look similar to the one you use now and will operate in almost the same fashion. The Computing Division will provide demonstrations of how to use the new timecard at town hall meetings scheduled to begin the week of May 17. Exempt employees will also be able to practice using the new system online.
Updated: May 3, 2010
Q. If I currently record my ins and outs on a paper timecard, how does the new FTL timecard affect me?
A. All non-exempt employees will use FTL electronic system to record their hours worked. All employees will also be required to report effort (to project-tasks or activities) on a weekly basis using the electronic timecard. All employees new to FTL will receive instruction on how to use the electronic timecard. The training schedule will be posted here.
Updated: May 3, 2010
Q. If I do not currently use FTL, and I report effort monthly, how does the new FTL timecard affect me?
A. Both exempt and non-exempt employees will report effort weekly. All employees new to FTL will receive instruction on how to use the electronic timecard. The training schedule will be posted here.
Updated: May 3, 2010
Q. Will summer students and on-calls also report their time electronically via the FTL system?
A. Yes, summer students and on-calls will enter their time electronically via the FTL system. The on-boarding process for summer students will now include joining the FTL system. On-calls will report their time and effort electronically against the appropriate projects.
Updated: May 3, 2010
Q. What if I do not normally use a computer as part of my job? How will I access the system?
A. Employees that do not currently use a computer for their work will either (a) use an existing multipurpose machine or (b) use kiosks established specifically for this purpose. Contact your supervisor for direction to one of these resources.
Updated: May 3, 2010
Q. Will I still need VPN to access the system while off-site?
A. No, there will no longer be a need to use VPN to access the FTL system. All users will require a services account password for authentication. For help obtaining a services account password, please contact the Service Desk at x2345 or open a Service Desk ticket.