For any absence that is no-pay, make the appropriate adjustment in HRMS/Payroll to adjust pay. ePTO DOES NOT feed absence data directly to HRMS/Payroll
The ePTO Administrator Screen has three primary functions: Find Employee, Supervisor selection, and Reports selection.
Use the “Find Employee” box to go directly to an employee’s calendar, eliminating the need to navigate through the hierarchy. As you type the employee name or network ID, the system will auto fill from the list of employees.
Once the correct employee’s name is displayed, click on the magnifying glass to be taken to their monthly calendar. From the calendar, you can approve or disapprove submitted entries or process corrections on a previously approved monthly record.
Since you may be responsible for multiple supervisors, there is a drop-down list showing those supervisors. When you select a supervisor from the drop-down list, the screen will be refreshed to display the grid of employees reporting to that supervisor. (This screen looks and behaves much like the Staff Report Approvals page for supervisors.)
Once a supervisor has been selected, you can do the following:
).Please see the ePTO User Guide for Supervisors to get a complete description of the approval/disapproval and correction processes.
There are six reports that can be run for all PAE employees reporting to the supervisors for whom you are responsible. This population includes all of the PAE employees who report up the chain to the supervisors for whom you are responsible. Some reports also have parameters for the search to assist with refining the results. Three of these reports can be found in your ePTO calendar and three in the IUIE.
Under the label “Reports” there is a drop-down list of reports available to the ePTO Administrator. They are:
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.
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 Holidays balances based on the amounts as of the last approved month for each employee.
To access IUIE in the OneStart Portal, select Administrative Systems, and then IUIE.
Access the Master Catalog as shown below.
In the Master Catalog select Human Resource Management System.
The ePTO reports can now be accessed.
The three reports are displayed; ePTO Delegate, Delinquency, and Ledger.
After a report is selected, click the grayed link which will display a thorough description of the report and its function.
Below is an example describing the Delegate report.
ePTO Delegate
The ePTO Delegate data group provides a way to look up who the delegate or delegates are for supervisors who have assigned delegates in ePTO.
The Delegate datagroup is designed to be used in conjunction with the ePTO Delinquency data group. The latter has a column, "Number of Supervisor Delegates", which reports if a supervisor has delegates, and if so, how many. If the value in this column is 1 or more, enter the "Supervisor Position Number" from the Delinquency data group for the supervisor in question in the parameter field of the Delegate datagroup, and information about the delegate or delegates can be retrieved.
ePTO Delinquency
The ePTO Delinquency data group contains data about time off that is overdue to be reported or approved.
This datagroup has been designed so that it automatically returns only the data that is appropriate for each user to see. Employees who enter their time off in ePTO will be able to retrieve only their own data. Managers will be able to retrieve their own data and that of their subordinates. Delegates will be able to retrieve the data they are able to view based on their delegation set up in ePTO.
The first 9 columns (University ID through Email Address) provide information about the employee. The University ID, Employment Record Number, Job Effective Date and Job Effective Sequence Number match the employee’s Job record that is considered the primary one by the ePTO system. This information is provided to make it possible to join ePTO and HRMS data together by the appropriate Job key. SetID (campus) and Department ID are provided so that report output can be sorted or filtered on these attributes.
The next 5 columns (Supervisor University ID through Supervisor Delegate Number) provide information about the supervisor who is responsible for approving the employee's ePTO submissions. Supervisor Delegate Number shows how many delegates in ePTO the supervisor has. This is important for determining if the manager or a delegate should be contacted for action on a delinquent approval.
The last 5 columns (Delinquency Type Code through Delinquency Months) provide information about the nature of the delinquency and how long it has been delinquent. Delinquency types are NS (Not Submitted) and NA (Not Approved). Delinquency Month and Delinquency Year display the month and year for which a submission or approval is overdue. Delinquency months displays how much time has passed since the month of the overdue submission.
ePTO Ledger
The ePTO Ledger data group contains detailed time off data as entered into the ePTO system. This is where you will find the “no pay” codes that you will need to forward to your payroll processor. See the separate section below for instructions on handling No Pay Codes.
The datagroup automatically returns only the data that it is appropriate for each user to see. Employees who enter their time off in ePTO will be able to retrieve only their own data. Managers will be able to retrieve their own data and that of their subordinates. Delegates will be able to retrieve the data they are able to view based on their delegation set up in ePTO.
The first 8 columns (University ID through Name) are repeated for each employee entry. The University ID, Employment Record Number, Job Effective Date and Job Effective Sequence Number match the employee’s Job record that is considered the primary one by the ePTO system. This information is provided to make it possible to join ePTO and HRMS data together by the appropriate Job key. SetID (campus) and Department ID are provided so that report output can be sorted or filtered on these attributes.
EPTO Accrual Categories are high-level categorizations of time off: Holiday, Honorary, Other, Paid Time Off and Sick.
EPTO Leave Codes are finer categories, such as the following examples: Absent w/o Pay, Adverse Working Conditions, Court Duty, FMLA Sick, Holiday, Honorary, Injury PTO, Military Duty, Paid Time Off, Sick, Suspension without pay, Weather. (This is just a partial list. Please use the Valid Values button next to the EPTO Leave Code parameter to obtain a full list.)
Select the columns you would like in your output. A minimum would be University ID, EPTO Entry Date, and EPTO Leave Code. Be sure to select No Limit. You can then run the report to an Excel spreadsheet.
To make it easier to retrieve only FMLA leave, or exclude FMLA leave, there is a Y/N EPTO FMLA Indicator. FMLA Leave Codes are AFL, HFL, HNF, PFL and SFL.
To make it easier to retrieve only non-standard time off, or exclude non-standard time off, there is a Y/N EPTO Non-Standard Leave Indicator. Standard time off Leave Codes are NOL, HON, PTO, SCK, TBH, TBN, TBP, TBS; all others are non-standard.
It is important for ePTO Administrators to understand how the system works as it relates to PTO and Holiday accruals. The accrual processing is triggered by the online events (not batch processing) listed below.
The accrual process will run to build the projected PTO and holiday accruals for the employee through the rest of the calendar year. The process will default to the employee “using” all holidays that have a scheduled date of use for the holiday for their campus.
When these codes are added to or removed from the calendar, accruals for the month are recalculated. In addition to the recalculation of accruals when a “no-pay” code is added or removed, an email is sent to the ePTO administrator to bring the change to their attention to modify payroll accordingly. (see further instructions on No Pay Codes below).
Each time an employee logs into ePTO, the system will compare several key data elements to determine whether or not accruals should be recalculated
If these values have changed, ePTO will automatically recalculate the employee’s PTO and holiday accruals. If there is a job action which changes the employee status (Active, Terminated, Leave, etc.) or their rate of accrual (FTE or earnings distribution change), a PTO Message will be displayed on the effective date of the change which records the change.
It is suggested that you run the ePTO Ledger report in IUIE monthly to locate those employees that have entered a no pay code on their calendar.
ePTO does not automatically update the HRMS payroll system, therefore you will need to contact your Payroll Processor to make the appropriate adjustment in the HRMS Payroll system for this entry.
Monitoring No Pay Codes
If you know about absent hours in the current month before the monthly payroll is processed, you should enter the ABE hours on the voucher to avoid an overpayment (see payroll instructions below for details).
Additionally, you should use the ePTO Ledger query in the IUIE to monitor for no-pay time-off codes that have been entered in the prior month. Units should run this report each month (for entries entered in the prior month).
This report can be found in the IUIE under (Master Catalog>Human Resource Management System>ePTO>ePTO Ledger).
Enter the following selection criteria:
After entering your selection criteria, select the following options:
“Select columns to include”: All Columns
“Maximum Number of Rows to Return”: No Limit
“Select the Output Format”: MS Excel (XLS)
“Select the Output Destination”: Send to Completed Reports (this can be a long-running report, so selecting this option will allow it to be run in the background. You will receive an email when it is completed).
Payroll Voucher Instructions for No Pay Codes
Once the report is completed, you need to work with your departmental payroll processor to ensure that pay is adjusted correctly for each employee on the report. The following are the instructions that they will use in order to process these no pay codes.
Available codes on the monthly voucher are:
These ePTO codes map to Payroll Earn codes as follows:
Attendance Adjustments/Absent Hours:
For additional information on Overpayments, select this link to the FMS Website:
FMLA policy requires that an employee exhaust all accrued balances (PTO, Sick, Holiday, and Honorary) before they can record FMLA – Absent without pay. Recording hours of FMLA against an existing holiday balance presents issues as it relates to what should happen to the outstanding balance of hours for that holiday. As such, ePTO will behave as follows when an employee records FMLA-Holiday time on their calendar:
Example – An employee charges 3 hours of FMLA-Holiday time. The system will expire the oldest holiday, deduct a total of 8 hours from the Holiday balance, and add 5 hours to the PTO balance.
This information will eliminate the need to send the adjustment voucher at this point in the process. Human Resources will use the comment data to verify the effective date of the termination is correct.
For these employees, the ePTO Administrator needs to supply the following information:
- Employee ID
- Effective date
- Expiration date
- Override reason (part time employee or employee on alternate work schedule)
For these employees, the ePTO Administrator needs to supply the following information:
- Employee ID
- Effective date
- Expiration date
- Category of codes needed (FMLA Mil Caregiver, Injury or Military)
For these changes, the ePTO Administrator needs to supply the following information:
- Employee ID
- Effective date
- Accrual category (PTO, Sick, Holiday, Honorary)
- Details of adjustment amount
- Reason for adjustment
Many edits are built into ePTO to assist the users, but these are not complete. Below is a list of items which ePTO Administrators should continue monitoring manually. For guidance on these special situations, you can review the policies for Professional Staff here: IU Professional Staff Policies
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