System Access and Data Entry Deadlines

Please make note of the data entry deadlines and restrictions in various systems as we prepare for the transition to Pitt Worx, and review the recent system access and data entry announcement from project leadership. Please note there will be limited access to systems during the freeze period beginning at 5:00 p.m. ET on 12/18/2020. Access to PRISM TRKS after 12/18/2020 will be available ONLY to submit or approve timecards by 12:00 p.m. ET (noon) on 12/23/2020, or review pay statements and check registers through 12/31/2020. Timecards for the week beginning on 12/27/2020 and beyond will be entered into Pitt Worx, not PRISM TRKS, starting on 1/4/2021. Learn more about time keeping during the 2020 Winter Recess period. 

Submitting requests by these deadlines does NOT guarantee processing before the Winter Recess period.

Please note: the dates on this page are subject to vary. Please refer to this page for the most up-to-date deadlines.

Quick Access:

PRISM TRKS and Self-Service Deadlines

Date Task
December 17, 2020
  • Make changes and/or review address, W-4, or Direct Deposit, Disclosure of Disability Status, and Disclosure of Veteran Status in Employee Self Service
  • If necessary to access during winter recess, save address, W4, or Direct Deposit, Disclosure of Disability Status, and Disclosure of Veteran Status
December 18, 2020
December 23, 2020
  • Final day to submit and approve (by 12 p.m. ET) monthly and biweekly staff timecards for the week beginning on 12/20/2020 for employees who are working that week – hours may need to be projected for 12/24 – 12/26/2020. Learn more about time keeping during the 2020 Winter Recess period.
  • Final day to submit and approve any missing timecards
  • Final day to submit PRISM time entry (PTE) for the week beginning on 12/20/2020. 
  • Timecards for the the week beginning 12/27/20 cannot be submitted in PRISM TRKS; Timecards for this week should be submitted via Pitt Worx from 1/4 - 1/7/2021, with an approval deadline of 12 p.m. ET on 1/7/2021
December 31, 2020
  • Final day to review pay statements
  • Final day to review payroll check registers

Employee Record Processing Deadlines

Date Task
December 1, 2020
  • Final day to submit employee records (ER) to OHR to meet 12/9/2020 payroll processing deadline. This does not guarantee ER will be processed before winter recess because the system will be unavailable.
  • Benefit changes or enrollments submitted in December to be effective 1/1/2021 or later must be submitted via enrollment form, not in PRISM TRKS. Changes include: adding individuals to your coverage, status changes, new enrollment, etc. If necessary to access during winter recess, save a copy of your current benefit elections.  
December 17, 2020
  • Final day for OHR to process submitted employee record or supplemental forms. No other ER data will be processed after 12/17/2020 until 1/4/2021, and meeting this deadline does not guarantee processing will be completed before the data entry freeze.

Talent Center and PittSource Deadlines

Date Task
December 1, 2020
  • Offers with a 1/4/2021 start and orientation date that require child protection clearances must be approved and assigned to recruiters in Talent Center for 2-week completion and validation process, and must not be pending any additional approvals.
December 4, 2020
  • Offers with a 1/4/2021 start and orientation date, and that require pre-employment screening (with the exception of child protection clearances) must be with Talent Aquisition for offers to be made by 12/11/2020, but should be received sooner to ensure screening is complete.
December 7, 2020
  • Final day to submit new or modified job description requests in PittSource. PittSource requests that are in process will still be accessible until 12/17/2020. Meeting this deadline does not guarantee processing will be completed before the data entry freeze.
December 10, 2020
  • Final days to create offers in Talent Center
December 11, 2020
  • Final day to create requisitions in Talent Center; hiring controls remain in place. This does not guarantee processing will be completed before the data entry freeze.
  • Final day for requisitions to be posted, extended, or removed to be received by Talent Acquisition
December 14, 2020
  • Final orientation session of 2020 for new staff and All-Temps hires
December 16, 2020
  • Final day to access PittSource until 1/4/2021. Access to PittSource will end at 6 p.m. ET
  • Final day for e-offers to be extended by Talent Acquisition
December 17, 2020
  • PittSource is unavailable until 1/4/2021; actions in Talent Center should be limited
  • Final day for PittSource to integrate into Talent Center, and Talent Center into PRISM TRKS
  • Final day to access Talent Center until 1/4/2021; access to Talent Center will end at 6 p.m. ET
December 18, 2020
  • Talent Center for Managers is unavailable until 1/4/2021; candidates may still apply to open positions
January 4, 2021
  • PittSource and Talent Center become available
  • First orientation session of 2021 for new staff hires

Pitt Worx Deadlines

Date Task
January 4, 2021
  • Begin submitting timecards for the week beginning on 12/27/2020, and all future timecards, in Pitt Worx, not PRISM TRKS. Timecards for the week beginning on 12/27/2020 cannot be submitted in PRISM TRKS. Learn more about time keeping for the 2020 Winter Recess period.
  • Timecards submitted for the week beginning on 1/3/2021 resume regular approval deadlines
January 7, 2021
  • Final day to submit timecards (by 12 p.m. ET) for the week beginning on 12/27/2020 in Pitt Worx
  • Final day for timecards to be approved (by 12 p.m. ET) for the week beginning on 12/27/2020 in Pitt Worx
January 10, 2021

  • Final day to submit timecards (by 12 p.m. ET) for the week beginning on 1/3/2020 in Pitt Worx
January 11, 2021
  • Final day for timecards to be approved (by 12 p.m. ET) for the week beginning on 1/3/2021 in Pitt Worx