ePTO USER GUIDE for ADMINISTRATORS

ePTO User Guide

Responsibilities of an ePTO Administrator

  1. Ensure that new ePTO employees understand the system via Employee tutorial, Employee guide, and be available as the point person for ePTO questions.
  2. Determine and enter PTO and sick balances when an employee transfers to a PAE employee
  3. Monitor for policy compliance regarding employees/supervisors completing monthly time-off submissions (use IUIE delinquent report).
  4.  Assist supervisors with correctly managing and recording non-standard time-off situations (FMLA, etc.)
  5. Monitor ePTO for time off taken by employees without pay (ABE, AFL, etc.), using IUIE ledger report and selecting non-pay codes for output.
  6. 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

  7. Process and submit terminal pay adjustment voucher when a PAE transfers or terminates (see details in guide).
  8. Coordinate requests for the unit regarding changes in ePTO (submit ePTO support requests (ePTO Support Form) for the following items;
    1. modifying, adding, expiring roles (delegates, administrators, etc.)
    2. requesting complex calendar corrections
    3. adding employees who are part-time or work a non-standard schedule to the override table,
    4. determining and submitting starting balances for biweekly > PAE transfers; academic > PAE transfers.
  9. Request corrections of accruals as needed. 

Administrator Screen

admin screen

The ePTO Administrator Screen has three primary functions: Find Employee, Supervisor selection, and Reports selection.

Find Employee

image of the find employee box

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.

Supervisor selection

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.

ePTO Reports

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.

Reports in the ePTO calendar

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.

Reports in the IUIE

To access IUIE go to One.IU and search for IUIE.

One.IU homepage

Click on IUIE Reports

Search result - IUIE Reports

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.

Summary of the Reports

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.

Accruals

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 first time an employee logs into ePTO (or a supervisor or ePTO Administrator accesses their calendar)

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 time-off codes that are “no-pay status” codes are added to or removed from the calendar

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.

No Pay Codes

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: 

FMS Overpayment Instructions

FMLA recorded against holiday balance

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:

  1. The system will expire the oldest holiday so it is no longer available for use.
  2. The hours recorded as FMLA-Holiday will be deducted from the Holiday balance.
  3. If there are remaining hours of the 8 hour holiday, they will be deducted from the Holiday balance and added to the employee’s PTO balance.

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.

Job action changes

  1. New Hires into PAE positions
    1. By default, ePTO will allow PAE employees to access the system through One.IU with no security set-up required (other than the activation of their userid). The first time the employee logs into the system, their accruals (prorated for their month of hire) for PTO and holidays are created for the remainder of the year.
  2. Transfer of PAE from one department to another
    1. Upon the effective date of the transfer, the employee will appear under the new supervisor’s Staff Report Approvals screen and will no longer appear under the former supervisor’s screen. As is done today, the new supervisor will need to work with the former supervisor to validate all unrecorded time-off that the employee took prior to the effective date of the transfer.
  3. Transfers from biweekly positions into PAE positions
    1. On the effective date of the transfer, the employee will have access to ePTO.
    2. The ePTO Administrator for the employee will need to manually calculate the beginning balances for the employee and submit an ePTO support request to have the initial balances loaded into the system.
    3. For biweeklies with significant existing balances, the ePTO Administrator for the employee will need to submit an ePTO support request (can be the same request as (b)) to have the employee added to the override table to allow them to use more than annual max limit, carryover more than the normal annual limit, and transfer from PTO to Sick in excess of annual limit for the year of and the year after moving to the PAE position.
  4. Transfers from academic positions into PAE positions
    1. On the effective date of the transfer, the employee will have access to ePTO.
    2. The ePTO Administrator for the employee will need to manually calculate the beginning balances for the employee and submit an ePTO support request to have the initial balances loaded into the system.
  5. Partial Leave of absences
    1. The first time the employee logs into ePTO after a leave of absence document has been saved to HRMS, ePTO will adjust the accruals from the effective date of the leave until the end of the calendar year.
    2. The first time the employee logs into ePTO after the return to duties document has been saved to HRMS, ePTO will again adjust the accruals from the effective date of the leave until the end of the calendar year.
  6. Terminations / Transfers from PAE -> Academic / Transfers from PAE -> Biweekly
    1. Prior to submitting the Termination/Transfer eDoc, the ePTO Administrator will work with the employee to make sure that the employee has recorded all final time-off information in ePTO. The employee will have access to do this until their termination/transfer date. The supervisor or ePTO Administrator can also add this data to the calendar for the employee.
    2. When submitting the Termination/Transfer eDoc, insert a note in the eDoc with the following information:
      1. Regular Pay amount for final month of work (prorated based on days worked).
      2. Statement verifying the ePTO calendar is up to date. This signifies that either the employee, or the ePTO Administrator has recorded all time off on the calendar.

      This information will eliminate the need to send the adjustment voucher at this point in the process. Human Resources will use the eDoc note to verify that the effective date of the termination is correct.

    3. When the Termination eDoc is final approved, the ePTO Administrator will be responsible for accessing the employee's calendar to complete the terminal paper adjustment voucher (PAV). When the ePTO Administrator logs into the employee's calendar, the system will:
      1. Display a bubble by the employee's name which indicates that employee is terminated. The employee will show in the hierarchy for one month from the termination effective date, or until the position is filled. After one month, if the position is not filled, only the bubble will display. The employee's calendar is still available through the "Find Employee" search box for ePTO Administrators. Once the position is filled, only a central office user will be able to access the calendar.
      2. Prorate final month's accrual.
    4. Prepare the PAV for the final pay period, additional pay and all terminal payout. Please refer to the Time Off Detail tab for final accrual balances for pay out purposes.
      1. TMP – Terminal PTO hours
      2. TMO – Terminal Holiday hours
      3. TMS – Terminal Sick hours (IU Retirees Only)
      4. TMH – Terminal Honorary Vacation
      5. TMV – Terminal Vacation (PB Plan only)
      6. TMB – Terminal Bonus (PB Plan only)
    5. The final balances will be zeroed out and the final calendar will be approved after termination by UHRS.

Items for which ePTO Administrators will need to submit ePTO support requests

  1. Modifying/adding/removing roles. For these security changes, the ePTO Administrator will need to supply:
    1. Position number of the person being assigned the role (or employee ID for cases where the person is not an IU employee (example – Clarian))
    2. Position number of the position for which they are responsible
    3. Type of role (ePTO Administrator, Supervisor Delegate, Global View-only, or View-only)
    4. Effective date for the role
    5. Expiration date for the role
  2. Adding part-time employees and employees who work non-standard work schedules (such as 4 10-hour days) to the “override” table. This will allow them to report time in hourly rather than full day increments.

    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)
  3. Update balances for Biweekly or Academic transfers to PAE
    1. See Job change section above for Biweekly transfers to PAE positions (request requires same information as provided in # 2 above)
  4. Add employees to the “override” table to give access to expanded codes on the advanced tab for special reporting for time-off related to:
    1. FMLA Military Caregiver
    2. Injury
    3. Military Duty

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)
  1. Request correction of accruals. Only system Administrators will have the access to correct accrual entries.

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

Situations that require manual monitoring

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: HR Policies

Still have questions?

ePTO Support Form