ePTOElectronic Paid Time Off System

Lora HeaddyePTO & HRMS eDoc System Manager

Review functionality in the system for the three primary roles: Employee, Supervisor, ePTO Administrator

Reports – review what is available in the system to monitor PTO reporting

Important System Information for administrators

Important Implementation Information for administrators

Help: What is available? Where is it?

ePTO Administrator Training Agenda

Record time-off taken as well as time-off planned in future months

View balance information for PTO, Sick, and Holiday balances (as well as Honorary vacation for those employees who have it) for current and future months

Process annual transfer from PTO to Sick

View correction detail (who made the change, when, comments related to the change) in cases where usage or balance information has been corrected by a supervisor, PTO Administrator, or System Administrator

Functionality for Employees

Employee – Calendar Screen

Employee – Time-off Detail Screen

Approve/disapprove monthly time-off records submitted

Correct previously approved time-off usage records (all corrections will be logged and viewable by employee)

View monthly records of recorded time-off for all employees on a single page

View individual employee detailed usage and balance information (current and future)

Functionality for Supervisors

Supervisor – Approval Screen

For employees for which they are responsible, these users can:

Approve/disapprove monthly time-off records submitted if supervisor is unable to

Correct previously approved time-off usage records (all corrections will be logged and viewable by employee)

View individual employee detailed usage and balance information (current and future)

Execute online inquiries to monitor reporting status, recording of critical time-off codes (absent without pay, FMLA related codes, etc.), employees who are approaching annual limits, etc.

Functionality for ePTO Administrators

ePTO Administrator Screen

Non-Standard Time Off: This report assists in monitoring non-standard time-off that has been recorded and may require additional action to be taken to ensure compliance with policy or adjustments to payroll. This report displays a list of employees who have non-standard entries in the month entered in the date parameter. Standard codes are: PTO, Sick, Holiday, and Honorary. You can choose whether to include only approved entries, pending entries, or both in the result set.

Low PTO Balance: This report assists in monitoring employees who are close to exhausting their available PTO. This report displays a list of employees who have a PTO Accrued Balance less than the value entered in the parameter. The PTO Accrued Balance is calculated as: January 1 PTO Carryover + YTD PTO Earned - YTD Approved PTO Usage.

Near Annual PTO Usage Limit: This report assists in monitoring employees who are close to using their annual PTO maximum usage limit. This report displays a list of employees who have approved PTO usage for the calendar year that exceeds the value entered in the parameter.

Delinquent Status: This report assists in monitoring monthly PTO submissions and approvals to ensure that records are being submitted and approved in a timely manner. This report displays a list of employees who have prior monthly calendar records that have not been submitted or are pending approval.

Unused Holiday: This report displays a list of employees who have unused holidays available for future use.

Current Accrued Balance: This report provides accrued balance information for PTO, Sick, Honorary, and Holiday balances based on the amounts as of the last approved month for each employee.

Description of Reports

No Integration with HRMS/Payroll: ePTO is integrated with the person/job information in HRMS, but there is no integration with HRMS/Payroll, so it is critical that ePTO Administrators monitor the use of no-pay codes in ePTO to make the necessary adjustments to pay in HRMS/Payroll. The Non-Standard Time Off report should help with this process as well as system notifications to ePTO Administrators when no-pay codes are added to or removed from calendars.

No automatic submission/approval of monthly reports: Policy indicates that PAE employees should be completing their time-off reports on a monthly basis, however the system does not have any automated submission/approval process that forces this to happen. ePTO Administrators should use the Delinquent Status report to follow-up with employees/supervisors who are behind in their monthly reporting.

Job Action changes: ePTO Administrators should review the User Guide for details as to how to handle various job action changes (transfers from one department to another, transfers from academic positions into PAE position, leaves, etc.). Some job action changes require action from the ePTO Administrator.

Terminations: A new process has been designed for handling PAE terminations, so ePTO Administrators should review the User Guide to gain a full understanding of this new process.

Support Request: Several ePTO related actions can only be done by system administrators (examples include setting up roles (delegates, ePTO Administrators, etc.), correcting accrued balances, etc.). ePTO Administrators should review the User Guide to get a full list of items for which they will need to submit a support form.

Important System Informationfor ePTO Administrators

What to look for on accrued balance report: Prior to implementation, we will send accrued balance reports to the units being implemented that month for their review. Please review this report for these issues:

Does the list include everyone expected? If there are missing people or extra people on the report, review the “reports-to” values and if you are unable to figure out why they are not appearing, please contact us.

Do the balances look reasonable? Please check to see if there are employees who have no balance (perhaps missed in the Usage file) or employees whose balance is completely wrong. Please contact us to help you with those situations.

Are there errors in specific usage entries? Given that we are manually collecting the usage information, we fully expect there to be errors (missing entries or coded incorrectly, etc.). ePTO Administrators have the ability to make corrections for these situations. If you find problems related to usage information, please log these as issues to be corrected in production. You do not need to notify us as you will have the ability to correct these yourself when your area is activated in production.

Notifying your department when the system is ready: We recommend that after your department is activated in OneStart, you do the following:

Spot check the hierarchy to verify that all of the employees you expect to be there are.Process corrections for any errors you have identified in the Usage load process. Note that employees will get emails when a correction is made to their calendar, so you may want to warn them beforehand to avoid confusion.Notify your employees that the system is available via OneStart and alert them to these things:

Ask them to verify their balance and usage details.Direct them to the Help tab so they can view the employee/supervisor videos, read user guides, etc.Ask them to enter and submit their monthly calendars from the previous month.

Important Implementation Informationfor ePTO Administrators

What is available?

Online video for Employees that reviews the basic functionality on the Monthly Calendar and Time Off Detail screen

Online video for Supervisors that reviews the basic functionality on the Staff Reports Approval screen

ePTO User Guides for:- Employees- Supervisors- ePTO Administrators

Frequently Asked Questions & Answers

ePTO Support Form

Where is it?

“Help” tab in ePTO

UHRS Web Site: http://www.indiana.edu/~uhrs/hrms/ePTO/index.html

ePTO – Help!

Contact information:

Lora Headdy (ldingram@indiana.edu) (812) 855-4120

Laura Kress (lkress@indiana.edu) (812) 856-0453

Questions?