HRIS ABSENCE TRACKING
Training Overview Session
ABSENCE TRACKING PROJECT
** OVERVIEW **
As of November 1, 2007, U of T will
implement Phase 1 of a mandatory University
wide requirement to record absences for all
monthly paid appointed Professional /
Managerial and Confidential administrative
staff at U of T in 2007/08.
HRIS will be the central repository for this
information.
ABSENCE TRACKING PROJECT
** OVERVIEW **

Cont…
This project will allow us to:
 Standardize & streamline the absence tracking
process across the U of T.
 Provide better HR Employee Self Services for our
employees
 New vacation tracking and entitlement reports
available through ESS.
 More comprehensive information on absences
listed on pay statements.
 Help measure the vacation liability at the U of T and
provide input into University financial reports.
 Assist the U of T with pandemic and emergency
planning.
ABSENCE TRACKING PROJECT
** OVERVIEW **
Cont…
Future Phase:





Roll out to other employee groups.
Ability for employees to request vacation days via
ESS.
Ability for managers to approve vacation requests
via MSS.
Attendance/absence reports via the web for
managers.
Coding on HRIS for pandemic planning for
administrative and academic staff.
FEATURES OF PHASE 1
Target Date: November 1, 2007
 Use HRIS to record absence information
 Provide a vacation tracker & entitlement report for
employees via ESS
______________________________________________________________________________________________________
Three methods will be available to enter absence
information into HRIS:

IT2001 to record absences for a single person.

A fast entry screen for a group of employees.

A spreadsheet template to upload information
automatically into HRIS.
HRIS SYSTEM CHANGES

IT0007 (Planned Working Time) has been
changed to a new APPT work schedule for
all PM/Conf. and USW appointed staff.
HRIS SYSTEM CHANGES
Cont…


IT9007 Planned Working Time – Part Time has
been created to capture PM/Conf. Part-Time
Work schedules.
Enter the hours the employee works per day to
fulfill his work week. (Applies to Part-Time Staff Only)
HRIS SYSTEM CHANGES
Cont…

IT0041 Date Specifications has a new date type
01 – Vacation Start date created for both PM/
Conf. and USW appointed staff. This date type
will be used to calculate vacation accrual for
PM/Conf. staff.
HRIS SYSTEM CHANGES
Cont…


IT0416 Vacation Payout in Lieu has been
created to facilitate pay out of vacation.
Note: Amount to compensate must be entered in
hours.
OUTPUT DETAILS

All Sick and Vacation Absences entered will
appear on the employee’s pay statement as well
as all Vacation Pay outs entered.
Here is an example:
OUTPUT DETAILS
Cont…

PM/Conf. Employee’s will now be able to run
their own up to date vacation tracker anytime
via ESS. HRIS users can access the same
tracker via an HRIS Report found on the HRIS
reporting tree at:

Human Resources >> Information System >> Time
Management >> Absence >> Vacation Tracker

The vacation tracker will allow users to see
their vacation taken, vacation accrual and
current balance in real time.

Here is an example of the vacation tracker:
OUTPUT DETAILS

Cont…
HRIS users can also run an monthly absence summary
report to track absences.
IN CLOSING

The current process for vacation pay
upon termination for USW staff still
applies for both FT and PT staff.
(nothing here has changed)
For more information on the above process or
the new absence tracking process for
PM/Conf. please visit the HRIS website at:
http://www.ams.utoronto.ca/training/hris.htm