ePTO Electronic Paid Time Off System Laura Kress University Director, HR Records and Information Management Services Lora Headdy ePTO & HRMS eDoc System Manager

ePTO Project Overview 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

ePTO Project Timeline July 2009: ePTO system deployed at several departments across multiple campuses (approximately 200 PAE employees) UHRS Kokomo campus FMS Administration, Treasurer’s Office, University Budget Office Bloomington School of Optometry IUPUI – Human Resource Administration, Payroll, Accounting, Finance & Administration, Budget & Fiscal Affairs IUPUI Kelley School of Business August 2009: ePTO system deployed at several large units (approximately 650 PAE employees) UITS Vice Provost for Research IUPUI SPEA September 2009 – January 2010: ePTO system deployed at all remaining units across IU September – administrative units October/November – academic units & regional campuses December – administrative units January – IUPUI School of Medicine

ePTO Functionality for Employees 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

ePTO Employee – Calendar Screen

ePTO Employee – Time-off Detail Screen

ePTO Functionality for Supervisors 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)

ePTO Supervisor – Approval Screen

ePTO Functionality for ePTO Administrators 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.

ePTO ePTO Administrator Screen

ePTO Responsibilities for Implementing Units 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 system Employees 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 needs Setting up the Workflow routing for employee to supervisor routing and approval System security and set-up for ePTO administrators Loading of PTO usage for the year Ongoing system support

Questions? 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