Online Time Card/Leave Reporting Frequently Asked Questions

Who will this affect?

All employees who currently report their time or leave using a paper-based system. This includes all hourly employees who currently submit time cards, and all monthly employees who currently report leave time. Employees who use the Kronos system will not report time or leave using this system.

How will supervisors approve the time?

Supervisors must approve the hourly time and monthly leave reported using the myGate Luminis system This does not apply to Kronos users.

What happens if my supervisor does not approve my time?

The system can be accessed and the time approved from anywhere. Every employee has a primary approver and an alternate approver (all departments have submitted this information). The time must be approved for the employee to be issued a paycheck.

What happens if I forget to do this or my supervisor forgets?

If the employee/supervisor do not complete pay documents by published deadlines and as a result manual intervention from Payroll is required, a late fee may be charged to your vice president. Specifics of this procedure have not been finalized but all departments will be notified when they are complete.

How do I log on to the new system to report or approve time?

All employees will be issued a special logon for the  myGate Luminis system. This will ultimately be the only logon that will be needed for students, faculty or staff. Because important FERPA-protected as well as employment and financial information will be entered, viewed and edited using this system, these login accounts must be transmitted and treated with high security.

How will I learn my unique log-in user ID and Password?

On December 1 you will be sent an email that contains your UserID. The email will also contain a link to a web page where you will log in using your email UserID and password. After you have logged in you’ll be provided with your password. You’ll take the user ID you were emailed, and the password you received from the webpage to log into the myGate Luminis site. Once you have logged in to the myGate Luminis site, you’ll change your password to something you can remember. You won’t need to visit the web page again.

I already have a password for SSB and/or INB

You will now access these systems through myGate Luminis, and will only have to use the myGate Luminis password to access any of this (and more) information.

Why does this have to be so complicated?

Federal law prohibits the use of any personally identifiable information such as ss#, or birthday or address or phone number as an initial password. Thus we have to set your initial password to a randomly generated number and provide you a way to retrieve it.

I have never had a Murray State Email account. Why do I need one now?

You will need an account immediately to receive your myGate Luminis user ID mentioned above.  You need that myGate Luminis user ID to get into the system to complete your timecard online. But even beyond that, you will receive important announcements and reminders through email.

How am I supposed to know my email user ID or password?

For hourly employees who have not previously been assigned a Murray State email account, your paystub envelope of November 21 will contain your email ID and password. For students and staff who have forgotten their email password or user ID, contact the Help Desk for assistance. Be prepared to show identification.

I don’t know how to use email.

Contact the Help Desk 2346.

  

How will I learn how to use the system?

Training will be offered beginning the week of December 8th. Check RacerNet

http://racernet.murraystate.edu for dates and times.

If you would like someone to help you log in and submit your time or answer your questions about myGate Luminis you may visit 325 Wells Hall for individual, hands-on assistance on time completion and approvals December 8-12 from 8:30 a.m. – 5:00 p.m.  These individual sessions are specifically designed to assist employees in completing their time report and supervisors to approve this report for the pay period Dec 6 -19.  Bring your myGate Luminis logon information with you.  Instructions for obtaining your personal logon will be distributed to all employees via email the first week of December.  If you have not received your myGate Luminis login instructions by these training dates, please contact the Help Desk at 809-2346.

The Help Desk will operate a Help Center for signon assistance at Waterfield Library December 8, 9,10 from 4:30 p.m. – 8:30 p.m. and noon to 4:30 p.m. December 11 and 12.

 

Will there be training on other weeks?  This is finals week and some of our administrators might be unavailable during this one week period.

We understand this is finals week, but it is only time before we actually have time cards due to have the training. HR must be installed to be aligned with the calendar year, so we are required to implement for this pay period. If areas want or we see a need to have the training at the beginning of the spring semester, we will be happy to offer it.

Will our pay stubs now be online only?  We would like to know if faculty will need to go to the training sessions so that they can access their pay stubs.  I saw that leave reports are online so I assume that faculty will need to go online to at least fill those out.

Pay stubs will be emailed to the MSU email address and will be available on the myGate Luminis site with the employee’s signon.  The leave reports will also be completed and approved online.  These are intuitive reports to complete; however, we are offering training.  There may be a need to offer training on the leave reports later in January.  We wanted to get some feedback from this upcoming training before we schedule anything in January.

Do you recommend that student workers, adjuncts and graduate assistants attend the trainings as well? 

All employees will need to report their time using myGate Luminis.  We encourage everyone to attend, but realize that probably will not occur.  Time is also easy to complete and we are hoping that several supervisors will attend to help with time reporting in their areas.  Based on what we have heard from other schools, the students will need little to no training to complete their time on the web. 

I keep hearing about the M-Number. What is that?

You may be aware that the university will no longer use social security number as a university ID. The social security number will be replaced by your Murray Number (MNumber). This number will be used in place of the social. It isn’t a password or a login ID – it is just a unique way of identifying all employees. Your M-Number will be printed on all of your paystubs.