ePTOElectronic Paid Time Off System

Laura KressUniversity Director, HR Records and Information Management Services

Lora HeaddyePTO & HRMS eDoc System Manager

Implement a web-based application for the recording and approval of time-off for Professional Staff (PAE) employees (approximately 4,200). System will be available through OneStart and will leverage the Workflow system for routing and approval.

Goals of the system: Improve timeliness and accuracy of recording and approving time-off information

Provide employees with a tool to better manage their scheduled time-off

Provide supervisors with a tool that allows them to view and approve scheduled time-off for all of their employees

ePTOProject Overview

July 2009: ePTO system deployed at several departments across multiple campuses (approximately 200 PAE employees)

UHRSKokomo campusFMS Administration, Treasurer’s Office, University Budget OfficeBloomington School of OptometryIUPUI – Human Resource Administration, Payroll, Accounting, Finance & Administration, Budget & Fiscal AffairsIUPUI Kelley School of Business

August 2009: ePTO system deployed at several large units (approximately 650 PAE employees)UITSVice Provost for ResearchIUPUI SPEA

September 2009 – January 2010: ePTO system deployed at all remaining units across IUSeptember – administrative unitsOctober/November – academic units & regional campusesDecember – administrative unitsJanuary – IUPUI School of Medicine

ePTOProject Timeline

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

ePTOFunctionality for Employees

ePTOEmployee – Calendar Screen

ePTOEmployee – 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)

ePTOFunctionality for Supervisors

ePTOSupervisor – Approval Screen

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

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

ePTOFunctionality for ePTO Administrators

ePTOePTO Administrator Screen

Implementation details have been provided to the HR Representatives for all units scheduled to implement in September. Below is a summary of the type of tasks that will be required:

Reports-to: Populating the “reports-to” value for all PAE staff in the unit. This data is used for two functions in ePTO – determining who to route the monthly calendar to for the employee and calendar access for ePTO administrators. In some cases, this information may be needed on additional, non-PAE positions. UHRS will work with the units to identify these cases.Usage information: Providing a spreadsheet of usage detail for all PAE staff in the unit. Data needs to include all usage information from January 1, 2009 through the last approved month prior to implementation.ePTO Administrators: Identifying who in the unit will act as ePTO administrators in the systemEmployees in ePTO Override Table: Identifying PAE staff who need to be tracked in an override table in ePTO for cases such as: employee works alternative work schedule (example – 4X10), employee is on military leave, etc.

UHRS will work directly with campuses and departments as the system is rolled-out to assist with:Training needsSetting up the Workflow routing for employee to supervisor routing and approvalSystem security and set-up for ePTO administratorsLoading of PTO usage for the yearOngoing system support

ePTOResponsibilities for Implementing Units

Contact information:Laura Kress (lkress@indiana.edu) 856-0453

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

ePTO User Guides & online videos:

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

Questions?