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 timeoff 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