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

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 (not IUPUI) December – administrative units January – IUPUI School of Medicine ePTO Project 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 ePTO Functionality for Employees

ePTO Employee – Calendar Screen

ePTO 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) ePTO Functionality for Supervisors

ePTO 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. ePTO Functionality for ePTO Administrators

ePTO ePTO 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 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 ePTO Responsibilities for Implementing Units

Contact information: Laura Kress Lora Headdy ePTO User Guides & online videos: Questions?

November 7, 2008Retirement Planning 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. (

November 7, 2008Retirement Planning Q & A for ePTO 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, 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.

November 7, 2008Retirement Planning Q & A for ePTO Implementation 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.

November 7, 2008Retirement Planning Q & A for ePTO Implementation 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 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.

November 7, 2008Retirement Planning Q & A for ePTO Implementation 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:  Employee will receive when their ePTO calendar has been approved  Employee will receive when a modification has been made to their ePTO records by a supervisor or ePTO administrator  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 s)  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 s)  ePTO administrators will receive 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.

November 7, 2008Retirement Planning Q & A for ePTO Implementation 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.

November 7, 2008Retirement Planning Q & A for ePTO Implementation 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.