Follow the online simulation, work instruction, or cue instructions on how to request time off from work.
The system will recognize the request 365 days in advance, however, employees will want to follow departmental procedures.
An e-mail is sent whenever a Time Off From Work Request has been approved or denied. The term “Rejected” is being used when a request is denied or sent back to the employee for changes. When Rejected, comments are required by the person who rejects the request.
Below outlines what you can do based on the status of your request:
Yes, however approval is based upon your departmental policy. The system will not allow the request to be committed to CATS if there is not enough quota hours to cover the absence.
Yes. Current polices and processes regarding supporting documentation still apply; however you will NOT be able to attach the documentation to the online request. Follow your departmental policy on how to share this information with your team.
Yes. A comment section is located in each request. Important – Do not enter medical diagnoses or HIPAA protected information in the comments section.
Yes. Make the appropriate selection on the request and submit through the workflow.
Your authorized work schedule determines this information based upon schedule allocated by your department.
Yes, eventually. The new process provides for more accurate time keeping, auditing, and reporting. A pilot group will begin October 1 2013 with all others by January 1, 2014.
No, if they are not also a PCR approver they will only see Time Off From Work requests from employees they are authorized to approve.
The system provides the ability to sort entries and identify monthly (EG1) and bi-weekly (EG2) activity in order to plan work tasks according to scheduled due dates.
Yes. Supervisors can have the relationship with any number of org units.
Yes. This is permissible.
Yes, the Supervisor and Timekeeper can be the same person.
Yes, reports are being developed that will display all requests that are in workflow (including committed) for a specified date range; and there’s the Display Working Time (CATS_DA) to report on what has been entered into CATS.
A Role Request form has been developed to accommodate the need for updates. Forms will not be required for “Go Live” but after that – Yes.
The default for monthly work schedules is M-F 8 hrs however if the employee actually works something different from that, it is necessary to place them in the appropriate schedule so the system can record their time off appropriately. For example without the proper schedule if the individual works Tuesday through Saturday the system will not recognize that Saturday is a work day for the individual and will not allow the entry, or if the employee is working 10 hours a day M-Th the system will only allow 8 hours M-Th to be recorded.
We will allow for retroactive TOFW request being submitted back 6 months for most types of leave.
Yes. All benefits eligible employees will use ESS to request time off.
All completed TOFW request will be stored for reporting purposes but will not be viewable in the portal. The new TOFW Custom Report will be made available for reporting.
Requests will be automatically date and time stamped once they are received by the Supervisor.
You may use a substitute schedule for the day and enter the absence, but never in arrears.
1. The hierarchal structure looks to see if there is an identified Salary or Hourly Supervisor in the department. If not, then it looks for a Salary or Hourly Supervisor in the next higher org unit and repeats until it finds the relationship.
The request will become stuck in the workflow and be routed to a system workflow administrator for investigation.
You may still utilize this process and have the timekeeper to enter the time into CATS however for accurate auditing and recordkeeping, when the individual returns to the work environment the individual should complete the authorized Time Off Work request via the online process so that the requests may be tracked and recorded. Timekeepers will have the ability to remove the manual entry on the same screen that they ‘commit’ the TOFW request.
Same as above, once receiving the announcement related to the employee’s absence, the timekeeper enters the time in CATS to facilitate payment. When the employee returns, he/she will need to complete the Time Off From Work process on line. Timekeepers will have the ability to remove the manual entry on the same screen that they ‘commit’ the TOFW request.
Since the approval is only the 1st of 2 steps in the online process, it is important that the request not sit in an approving supervisor’s work list. It is recommended that:
No. Only if you assign a work item to you will it be removed from the viewable work list and then will only be able to be updated by you.
Yes. The automated process addresses the time reporting and time keeping steps. The need to authorize the final payroll for your department(s) in CAT4 has not changed.