ePTO User Guide

Q & A for ePTO Implementation

Please note: This is a working document and as information becomes available we will update this document accordingly. Please check the website periodically for the most up to date information regarding the system implementation.

When is the ePTO system scheduled to be fully implemented?

The system is scheduled to be implemented throughout the university, beginning in July, 2009 with completion targeted for January, 2010.

Does the system integrate with payroll?

The system will have limited integration with HRMS. Information related to new hires and job action changes for existing PAE employees will be integrated with ePTO, however, there will be NO integration with HRMS/Payroll.

ePTO Administrators will be required to monitor for time-off reported that has an impact on employee pay (such as Absent without Pay) and to process the necessary updates in the HRMS Payroll system.

Will the system be used by employees on the PB leave plan?

The system will not include functionality for employees on the PB leave plan. Those employees will be expected to continue to track their time-off on paper forms.

How will new employees be added to the system?

New employees will automatically have access to the system when their HIRE eDoc has been fully approved and saved. Routing for the new employee will be based on the “reports-to” for their position.

Will employees be able to “request” time-off in the system?

Employees will be able to record time-off in future months, but the initial version of the system will not have functionality for requesting and receiving approval to take time off. It will continue to be the expectation that employees are communicating with their supervisors outside the system to get approval to take time off.

What is the routing flow for monthly calendars that are to be approved?

Routing for the initial release will be limited to routing the monthly report from the employee to the supervisor. There will not be advanced organizational based routing or ad-hoc routing. There will be an ePTO Administrator – View Only role in the system that can be used for cases where a particular person in the department needs to be able to view employee’s time-off records, without having the ability to correct, etc.

Will there be reporting in IUIE for the system?

Reporting is scheduled to be available in the fall of 2009.

Does the system have the capability to record and report FMLA time-off?

The system will allow for recording time-off (in hours) for FMLA situations. Currently, no reporting for FMLA time-off is available in the system, but functionality for this in ePTO or in IUIE is a high priority for the project team.

Will departments still have to process the year-end PTO worksheets for employees using ePTO?

No, ePTO will have functionality that allows employees to annually transfer hours into their sick bank if they desire. Leave balances for PAE employees are stored only in ePTO, so there will be no need to load this information into HRMS, and therefore, no need for the year-end worksheet process.

What types of notifications exist in the system?

In the current version of the system, these notifications will happen:

  1. Employee will receive email when their ePTO calendar has been approved
  2. Employee will receive email when a modification has been made to their ePTO records by a supervisor or ePTO administrator
  3. Employees will receive notification, via the Workflow notification process, if their ePTO monthly calendar is disapproved (employee must have Workflow notification turned on to receive these emails)
  4. Supervisors will receive notification, via the Workflow notification process, when an employee has submitted a monthly calendar for approval (supervisor must have Workflow notification turned on to receive these emails)
  5. ePTO administrators will receive email when any non-pay time-off code is added to an employee’s monthly calendar

When system is fully implemented (university-wide), there will also be notification sent to all PAE’s at the beginning of each month to remind them to enter and submit their time-off for the prior month.

Does the system have functionality for supervisor “delegates”?

Yes, the system will have functionality for “supervisor delegates”, but the intent is that this function will be used for situations where the supervisor is on an extended leave, etc. The intent is not to permanently delegate this authority to someone other than the supervisor.

Can an employee submit their calendar for approval before the end of the month?

Employees will not be able to submit their monthly calendar until the last day of the month.

Can an employee “catch-up” and submit multiple months for approval at once?

No. If an employee is several months behind in reporting, they must submit the oldest month first, and wait for it to be approved before submitting the next month. They must continue this process until they are caught up.

Under what circumstances will departments need to update the “reports-to” value after it has been initially populated?

Routing will be driven by the “reports-to” position associated with the PAE employee’s position. It is anticipated that this design will minimize maintenance of this data, however, in the event of organizational changes, it will be the department’s responsibility to update the “reports-to” field as necessary using the Maintain Position HRMS eDoc.

Will the system require the use of a Safeword card?

No. ePTO users will not be required to use a safeword card to access the system.

What happens if an employee doesn’t submit their monthly calendar for approval in a timely manner? Will the system automatically approve it?

No. The system will not automatically approve monthly calendars. There is a report in the system called the “Delinquent Status Report” that ePTO administrators will run that lists all employees who have unapproved monthly calendars in previous months. The report will indicate whether each report is behind because the employee has failed to submit it, or because the supervisor has yet to approve it.