UITS Finance Office

Payroll

UITS Paid Time Off Responsibility Summary

General Tasks

Add New Employees to PTO System.
Maintain Service Dates and Update PTO Earned rate when 5-year Anniversary is reached.
Maintain and/or Enter PTO for Employees on FMLA.
Maintain PTO Info for PANE's, PB's and those PA's who work 10 & 12 hour days outside of the PTO System.
Remove Terminated or Transferred Employees from PTO System.
Correct Incorrect Entries already approved by Managers.
Maintain site functionality and correct any system errors.
Reconcile Year-End PTO Balances and facilitate transfers to sick time.
Answer Employee questions regarding PTO polices and use of UITS PTO System.

Action	Responsible for Action
Add New Employees to PTO System	Initial Entry-Administrator Complete entry-Processor
Maintain Service Dates and Update PTO Earned Rate when 5-year Anniversary is reached.	Processor
Maintain and/or Enter PTO for Employees on FMLA	Processor
Maintain PTO Info for PANE's, PB's and those PA's Who Work 10 & 12 Hour Days Outside of the PTO System	Processor
Remove Terminated or Transferred Employees from PTO System	Administrator
Correct Incorrect Entries Already Approved by Managers.	Administrator
Maintain Site Functionality and Correct any System Errors.	Administrator
Reconcile Year-End PTO Balances and Facilitate Transfers of PTO Balances to Sick Time.	Administrator & Managers
Answer employee questions regarding PTO polices and use of UITS PTO System	Administrator, Processors & Managers

Task Procedures

Add New Employees to PTO System.
1. Initial Entry -After New Hire Edoc has been processed/ approved/ & received by PTO Administrator, employee information is entered into 'uits_employee_t' & PTO Processors are notified that the employee is ready to be set up in the PTO online system. A list of employees who are ready to be added to the PTO system is automatically generated and mailed to TIMEOFF the first week of every month.
2. Research Current PTO Information for New Employee -For those employees hired into a UITS PA position with previous employment history at IU, the PTO Processor works with the employee's previous department and HR to determine what (if any) balances they are carrying into their new position at UITS.
3. Setup Employee to Use PTO System -via an online form, the PTO Processor enters the employee's current PTO information. i.e. PTO, SICK, Honorary Vacation, Accrued Holidays, Service Date, 5 year Date, PTO Approving Manager, etc.
Maintain Service Dates and Update PTO Earned rate when 5-year Anniversary is reached.
1. Notification of Earn Rate change -A list of employees who have reached their 5-year anniversary date is automatically generated and mailed to TIMEOFF the first week of every month.
2. Adjust PTO Earned Rate and PTO Limit for year -Upon notification of an employee reaching their 5-year anniversary date, the PTO Processor increases the employee's monthly PTO Earned from 20 to 24 hours via an online form. Also, the PTO Yearly Limit is increased to match Total PTO Earned for the year (this is often a prorated amount between 240 & 288 hours based on what month of the year the employee reached their 5-year anniversary).
3. Adjustments to Service Dates & Anniversary Date -Occasionally an employee's Service Date will be adjusted due to a change in policy or new information. When this happens, the PTO Processor makes the necessary changes in the PTO System via an online form.
Manage and/or Enter PTO for Employees on FMLA.
1. Notification of FMLA Status -When an employee is placed on FMLA, HR notifies TIMEOFF and the PTO Processor restricts the employee's access to the PTO System so that the employee cannot submit their time directly into the system. Due to the complicated and unique nature of most FMLA claims, we filter their submission through our PTO Processor to ensure they are reporting their paid time off in the appropriate manner.
2. Notification from Employee/ Approving Manager of FMLA time taken each month -While on FMLA, the employee submits their monthly PTO via email and their PTO Approving Manager also acknowledges approval/ disapproval via email. These are sent to the TIMEOFF account and entered into the PTO System by the PTO Processor through a Special Entries form after careful review.
3. Notification of Removal from FMLA Status - When an employee's FMLA status is expired or no longer valid, the PTO Processor is notified by HR of this and restricted access is removed allowing employee to begin submitting their time off via the online PTO System as normal.
Maintain PTO Info for PANE's, PB's and those PA's who work 10 & 12 hour days outside of the PTO System.
1. Due to the low volume and complicated nature of PTO for employees classified as PANE or PB as well as those PAs who work 10 or 12 hour days, PTO for these employees is administered outside of the online PTO System. This is done by the PTO Processor on spreadsheets.
Remove Terminated or Transferred Employees from PTO System.
1. Notification of Termination or Transfer - Upon Receipt of Edoc Terminating a PA or Transferring them from a UITS PA position, the PTO Administrator contacts the PTO Processor & determines if the employee's PTO record is up-to-date.
2. Move Employee Info to Termination Table - Once the employee's PTO record is up-to-date, the PTO Processor notifies the PTO Administrator who then moves the employee's info from the 'uits_employee_t' to the 'uits_term_employee_t'.
Correct Incorrect Entries already approved by Managers.
1. Receive Request to Amend PTO Record - When a mistake is discovered in a month's submittal that has already received manager approval, the employee or their manager notifies TIMEOFF. The PTO Administrator makes these changes directly into the database tables as needed.
2. Receive Notification of Username or Email Change -When an employee's username/email changes, the PTO Administrator must make this change directly into the PTO database tables and the uits_employee_t, being certain to cascade this change throughout all of the employees historical records as well so that their past years data remains tied to the employees name and other information.
Maintain site functionality and correct any system errors.
1. Correcting System Errors/Bugs -When a system error or bug is discovered, the PTO Administrator determines the cause and makes necessary programming or procedural changes to remedy the situation.
2. Improving Site Functionality -Whenever a possible improvement to the PTO System is suggested by a PTO user, the PTO Administrator reviews the suggested improvement for worthwhile-ness and feasibility (typically including the PTO Processor and Manager in the decision). If deemed worthwhile and feasible, the PTO Administrator makes whatever changes are necessary to the PTO system (offline) and once completed and tested, moves the new version into production.
Reconcile Year-End PTO Balances and facilitate transfers to sick time.
1. Verify Beginning Balances Against HR's records
  1. Compare records received from IUB & IUPUI HR to Beginning Balances in PTO System.
2. Ensure Employees have made all necessary submittals for year
  1. Via online form, send email reminder to all employees who are not current on their submittals and all Managers who are not current on their approvals.
3. Facilitate Transfer of PTO hours to SICK Time
  1. Answer any employee questions concerning rules for transfers.
  2. An online form is provided to the employee to submit the amount to transfer to SICK.
4. Submit Ending Balances to HR
  1. IUB-Print out 'PTO Hours Balance Worksheets' for all IUB employees and send them to IUB Human Resource Office.
  2. IUPUI-Print out copy of 'Blue PTO Card' for all IUPUI employees and send them to IUPUI Human Resource Office.
5. Print Hard Copy of All Employee PTO Records for Finance Office Records
  1. Print 1 copy of 'Blue PTO Card' for every IUB & IUPUI employee.
  2. Compile Records Alphabetically in two binders by Campus (include all UITS PA, PB & PANE employees even if they do not use the online PTO System).
Answer Employee questions regarding PTO polices and use of UITS PTO System.
1. Whenever and employee asks a question concerning PTO policy, the PTO Processor and/or Administrator responds depending on which, if either, knows the answer or communicates with HR to determine what the answer is.