Administrative Officer Actions

The following screens and functions are available to all employees when signed on under the Administrative Officer (AO) role. The same screens and functions are available when you are “Acting As” an alternate AO.

Dashboard

Clicking the Dashboard link on the left navigation area displays the Dashboard screen. This screen serves as an entry point to all of the screens that pertain to the employees and contractors for whom you are responsible. Each column displays the relevant information and is an active link to the screen associated with that information. The Dashboard also has buttons to generate selected reports.

AO Dashboard screen

AO Dashboard screen field descriptions

Label	Values / Actions	Description
Pay Period	Select	Select the pay period you would work with.
Select	Click	Displays Dashboard information for the selected Pay Period.
Display non-NIH employees	Check Box	Displays non-NIH employees in the dashboard list.
Search Column	Select Column Name	Select a Column Name to search.
For	Search value	Freeform text to find.
Employees Radio Button	Click	Filter which displays only Federal Employees
Contractors Radio Button	Click	Filter which displays only Non-Federal staff - Contractors
All Radio Button	Click	Displays the entire dashboard list
GO Button	Click	Search the selected column for the value entered.
Show All	Link	Click to show all employees on one page.
<< First Page	Link	Click to show the first page of employees if multiple pages.
1, 2, ...	Link	Click to show a specific page of employees.
Last Page >>	Link	Click to show the last page of employees
	Check Box	Select for reports at the bottom of the screen. Not valid for Contractors.
SSN	Last 4 digits of SSN or Badge ID	Click to go to the Personal screen.
Personal	Name	Click name to go to the Personal screen.
Timekeeper	TK name fo associated employee	Click name to go to the Personal screen. Displays 'None' for Contractors.
Payroll	SAC code for employee	Click SAC code to go to Payroll screen.
Tour of Tudy	Number of regular tour hours	Click tour hours to got oTour of Duty screen. Not valid for Contractors.
Lv. Cat.	Number of Annual Leave hours accrued per pay period	Click Lv. Cat. Hours to go to Tour of Duty screen. Not valid for Contractors.
Access	ITAS access levels (roles) for the employee or contractor	Click Access to go to Options screen.
Leave Balances	Balances	Click to go to the Leave Balances screen. Not valid for Contractors.
Timecards	Shows timecard status for the selected pay period and associated employee	Click to go to Timecard (TC) screen. Not valid for Contractors.
Leave Requests	Shows whether leave has been requested.	Click to go to the Leave Requests screen. Not valid for Contractors.
Telework Requests	Shows whether ad hoc telework has been requested and/or approved for the pay period	Displays if Employee is eligible for Ad hoc Telework. Click to go to the Telework Request screen. Not valid for Contractors.
LTP:Donate	Displays Donate	Click to go to the LTP screen. Not valid for Contractors.
Leave Bank	Displays Leave Bank.	Click to go to the Leave Bank Screen. Not valid for Contractors.
Relationships	Displays Maintain if there is an existing relationship or N/A if not	Click to go to the Relationships screen.
Print TC	Button / Click	Shows the TC in a printable format.
Print Pre-DFAS PaySlip Regular	Button / Click	Shows the regular Pre-DFAS PaySlip.
Print Pre-DFAS PaySlip Mini	Button / Click	Shows the Pre-DFAS PaySlip Mini.
Print ATLR	Button / Click	Shows the ATLR Report.
Reset	Button / Click	Standard function.

Set the current pay period

• Select the pay period from the dropdown.
• Click Select.
• The screen is refreshed with information from the selected pay period.

Display non-NIH employee (LTP Donors/Recipients) in the Dashboard list

• Check the box
• Click Go.
• The screen is refreshed with the non-NIH employees displayed.

Search for a specific value in a column

• Select the column name from the dropdown.
• Enter the value to search in the “For” text box.
• Click Go.
• The screen is refreshed with the page where the searched for data is found.

Go to specific screens

• Click on the value associated with the screen and employee (see table above).
• The requested screen is displayed.

Generate reports

• Select employees to report by clicking the check box next to their name(s).
• Click the button with the associated report at the bottom of the screen.
• The requested report is displayed in a new browser window.

Clear selected employees

• Click Reset.

Personal

Accessing an employee or contractor’s Personal information can be performed by one of the following actions:

• Clicking the employee’s SSN in the SSN column of the Dashboard
• Clicking the employee’s name in the Personal column of the Dashboard
• Clicking the Timekeeper’s name in the Timekeeper column of the Dashboard
• Clicking the Personal tab once in the employee’s profile

The Personal screen for the employee is used to change the employee’s basic information that is stored in ITAS. Note that this information is not pay period specific.

AO Personal screen for Federal Employees

Change an employee’s personal information

• From the dashboard, click a link in the appropriate column.
• Overtype information or make a selection from one of the dropdown lists.
• Click OK to save changes or Reset to ignore.

AO Personal screen for Contractors

Accessing a contractor’s Personal information can be performed by one of the following actions:

• Clicking the contractor’s Badge ID in the SSN column of the Dashboard
• Clicking the contractor’s name in the Personal column of the Dashboard
• Clicking the Personal tab once in the employee’s profile

The Personal screen for the contractor is used to enter or alter the contractor’s basic information that is stored in ITAS.
Note: Email Address is required for contractors and this information is not pay period specific.

Payroll

Clicking the value in the Payroll column of the Dashboard or clicking the Payroll tab, displays the Payroll scree for the selected employee and pay period. This screen is used to change the employee’s information specific to pay and service dates. Individual field values are explained in the table below.

AO Payroll screen for Federal Employees

AO Payroll Screen field descriptions for Federal Employee

Label	Values / Actions	Description
Enter On Duty Date	Valid date	The effective date of the employee's appointment.
Service Computation Date	Valid date	Service Computation Date - used to calculate the employee's annual leave category, except for SES employees.
Separation date	Valid date or blank	Date the employee was no longer employed at NIH.
Status	Display Only	Active or Separated
SAC Code	Select SAC Code	Standard Accounting Code
Common Acct No	Enter CAN Code	8-digit account number associated with the current fiscal year.
Approving Official	Display only	Assigned on Personal screen.
Timekeeper	Display only	Assigned on Personal screen.
Pay Basis	Select Pay Basis	The period of time for which the employee's salary is calculated.
Type	Select Pay Type	The Federal employment system of pay for which the employee is assigned.
Pay Plan	Select Pay Plan	The employee's pay plan which is correlated to the employee's Pay Type.
Type of Appointment	Select Type of Appointment	Check against other pay and appointment fields. Only certain combinations are valid.
Military Status	Select Military Status if applicable	Denotes the EMP's military status.
Remarks	Select when separating	Standard remarks for separation reason,
Special FMLA	Check Box	Grants employee an additional 26 weeks of FMLA leave.
OK	Button / Click	To accept changes.
Reset	Button / Click	To ignore unapplied changes and re-display the current information.

Change an employee’s payroll information

• On the dashboard, find the appropriate employee and click on the Payroll information to display the Payroll screen.
• Overtype and/or make a selection from the dropdown lists.
• Click OK to save changes or Reset to ignore.

Note: The Create Balances button is displayed only if all of the following conditions are true:

• Employee does not have balance records for the current pay period
• Employee is active
• Employee is not a Commissioned Corps Officer

AO Payroll screen for Contractors

AO Payroll Screen field descriptions for Contractors

Labels	Values / Actions	Description
Enter On Duty Date	Valid Date	The effective date for which the Contractor may begin to use ITAS.
Service Computation Date	Valid Date	Service Computation Date.
Separation Date	Valid date or blank	Date the contractor was no longer employed at NIH.
Status	Display Only	Active or Separated
SAC Code	Select SAC Code	Standard Accounting Code
Common Acct No	Enter CAN Code	8-digit account number associated with the current fiscal year.
Remarks	Select when separating	Standard remarks for separation reason.
OK	Button / Click	To accept changes.
Reset	Button / Click	To ignore unapplied changes and re-display the current information.

Change a contractor’s payroll information

• On the dashboard, find the appropriate contractor and click on the Payroll information to display the Payroll screen.
• Overtype and/or make a selection from the dropdown lists.
• Click OK to save changes or Reset to ignore.

Tour of Duty

Accessing an employee’s Tour of Duty information can be performed by one of the following actions:

• Clicking the value in the Tour of Duty column of the Dashboard
• Clicking the value in the Lv.Cat. column of the Dashboard
• Clicking the Tour of Duty tab once in the employee’s profile

The Tour of Duty screen displays the employee’s Tour of Duty for the current Pay Period. This screen is used to set up all information about the employee’s current and future Tours of Duty.

Tour of Duty screen

AO Tour of Duty Screen field descriptions

Label	Values / Actions	Description
Pay Period	Select Pay Period	Select the pay period for which you would like to review the Tour.
Select Button	Click	Displays Tour information for the selected Pay Period.
Tour Type	Select Tour Type	This shows the valid Tour Types. Not all will be available for all employees
GO	Button / Click	Refreshes the screen with information based on the selected Tour Type. Note that if you don’t click this after selecting a different tour, other entries in the screen may not be valid and may cause confusing errors.
Earn Credit Hours	Checkbox	Check this box to request to be able to earn Credit Hours. Checked against Tour Type to see if Credit Hours can be earned.
Start / Stop Times Required	Checkbox	The check box will inform employees if they are required to insert Start and Stop times into their Timecard as part of the Maxiflex tour.
Sign In / Sign Out Required	Display Only	The check box was intended for use with the Maxiflex Tour Type, but was deemed unnecessary
Term Type	Select Term	Usually Full Time, Part Time, or Intermittent. Checked against the Tour Type to see if the combination is valid.
Tour Hours	Valid Number	Shows the default number of hours for the selected Tour.
Last Tour of Duty Change	Display only	Shows the last year and pay period a Tour change was done or the current year and pay period the pending change is due.
Next Tour of Duty Change	Select	Shows the year and pay period the requested change will be applied.
Changes in Future Tour of Duty	Display only	Shows the year and pay period of a future scheduled Tour change, if any
Special Pay Rate	Select	Usually NONE, valid for certain Tour Types.
Shift	Select	Usually Regular, valid for certain Tour Types.
Sick Leave	Click on 0 or 4	Shows the number of hours Sick Leave accrued per pay period.
Annual Leave	Click on 0, 4, 6, or 8 (0, 7, 11 or 14 for firefighters)	Shows the number of hours Annual Leave accrued per pay period.
Official Duty Station	Information Only	Official Duty Location for non-Telework tour days.
Telework Location	Select	Location where Telework will be performed. (Field will only be displays if Employee is eligible for Telework.)

Distribution of Biweekly Basic Work Requirements Table
Meal Break	Checkbox	Indicates whether a meal break is required.
(Regular) Zoom	Button / Click	Shows the Hours Detail screen for the Regular Tour hours.
(Regular) Hours	Hours	Enterable to show the number of hours for each type and day.
(OT Earned - ARSOT)	Button / Click	Shows the Hours Detail Screen for the OT Earned - ARSOT hours.
(OT - Earned ARSOT) Hours	Hours	Enterable to show the number of hours for each type and day.
OK	Button / Click	To accept changes.
Reset	Button / Click	To ignore unapplied changes and re-display the current information.
Create Leave Balances	Button / Click	If shown, this will create a current Leave Balances record for the employee. If not shown it means the Leave Balances have already been created.
Create Timecard	Button / Click	Only displayed if there is no timecard (TC) for the selected employee and pay period. Click to create the TC.

Note: The type of hours displayed in the Distribution of Biweekly Basic Work Requirements Table is dependent on the type of employee and tour of duty.

Display Tour Information

• Navigate to the Tour of Duty screen.
• Select a Pay Period from the dropdown.
• Click Select.
• The screen is refreshed with the Tour information as of the selected pay period.

Change a Tour of Duty

• Display Tour Information for the effective pay period.
• Select the new Tour Type.
• Click GO to pre-fill the rest of the screen with information specific to the selected Tour Type.
• Select Term Type.
• Update Tour Hours if needed.
• Select the pay period to change the tour from the Next Tour of Duty Change.
• Verify or select the Special Pay Rate.
• Verify or select the Shift.
• Select Telework Location if the tour change is for Telework.
• Verify or change the Meal Breaks. Maxiflex employees should not select Meal Breaks.
• Click the (Regular) button to show the Hours Detail (Regular) screen for hours and verify or change the hours. Employees that currently have Regular Telework will need to access the Hours Detail (Regular) screen and select the Telework days again. If tour change is for a Maxiflex tour, do not insert values into Hours Detail (Regular) or summary screen.
• Click the (OT Earned – ARSOT) button to show the Hours Detail (Other) screen for hours and
• verify or change the hours. Employees that currently have Regular Telework will need to access
• the Hours Detail (Other) screen and select the Telework days again. If tour change is for a
• Maxiflex tour, do not insert values into Hours Detail (Other) or summary screen.
• Enter comments if needed.
• Click OK.

There are many rules and dependencies on the combinations of entries you can make on this screen. If the change is not accepted, please check the error message at the top of the page and make corrections as indicated.

Note: The Create Timecard button is displayed only if all of the following conditions are true:

• Current pay period is selected
• Employee does not have a timecard
• Employee is active and not separated
• Employee is not Commissioned Corps Officer

Regular Hours Detail screen

AO Hours Detail Screen field descriptions

Label	Values / Actions	Description
Type	Information Only	Displays the Type of hours for the Day, Start, and Stop times.
Pay Period	Information Only	Displays the pay period of the Tour.
Pay Period Total	Information Only	Displays the total number of hours for the Type and Pay Period.
Day Total	Information Only	Displays the total number of hours for the specific day, type, and pay period. For Regular Hours only, these hours do not include meal breaks.
Telework	Checkbox	Denotes that the following Start/Stop times for a given day are for Telework scheduled as part of the tour of duty. (Won’t appear if user does NOT have Regular Telework access.)
Start	Time	Standard time entries that can be changed to account for the Day Total number of hours.
Stop	Time	Standard time entries that can be changed to account for the Day Total number of hours.
More	Button / Click	If first two Start and Stop times for a given day are filled in this button will create another Start and Stop time.
Tour	Button / Click	Click to return to the main Tour Of Duty screen.
OK	Button / Click	To accept changes.
Reset	Button / Click	To ignore unapplied changes and re-display the current information.

Change Tour Hours

• Change the Start and or Stop times to show the actual anticipated times for each Tour day.
  • The Stop time minus the Start time, plus the meal break must equal the number of hours in the Day Total. In the above example there is a 30 minute meal break included in each day.
• Click “More” if needed to show another row of Start and Stop times if needed to show nonconsecutive hours.
• Enter the Shift if applicable
• Click OK.

Options

Clicking a value in the Access column of the Dashboard or clicking the Options tab, displays the Options screen for the desired Federal employee or contractor. This screen is used to set the employee’s access levels or available roles.

AO Options screen for Federal Employees

AO Options Screen field descriptions for Federal Employees

Label	Values / Actions	Description
Leave Approving Official	Checkbox	Check to set the employee as an LAO.
Timekeeper	Checkbox	Check to set the employee as a TK.
TK Number	Valid TK Number	Must be entered and valid five-digit value to set as TK or cleared to remove TK privileges.
Administrative Officer	Checkbox	Check to set employee as an AO.
ITAS Administration	Checkbox - Read Only	Checked in read-only mode to display if employee has IA privileges.
OK	Button / Click	Validates changes and applies updates, if no errors are found.
Reset	Button / Click	Ignores changes and redisplays the screen.

Change an employee’s access level (role)

• Navigate to the Options screen.
• Check or uncheck boxes as necessary.
• Enter TK Number if setting employee as a TK.
• Click OK button to accept changes or Reset button to clear changes.

Note: If removing the TK or LAO privilege, there can be no employees assigned to the selected TK or LAO.

AO Options screen for Contractors

AO Options Screen field descriptions for Contractors

Label	Values / Actions	Description
Timekeeper	Checkbox	Check to set the contractor as a TK.
TK Number	Valid TK Number	Must be entered and valid five digit value to set as TK or cleared to remove TK privileges.
OK	Button / Click	Validates changes and applies updates, if no errors are found.
Reset	Button / Click	Ignores changes and redisplays the screen.

Note: If removing the TK or LAO privilege, there can be no employees assigned to the selected TK or LAO.

Leave Balances

Clicking a value in the Leave Balances column of the Dashboard or clicking the Leave Balances tab, displays the initial Leave Balances screen for the employee. This is used to verify and/or adjust an employee’s available leave.

Leave Balances screen, initial view

Leave Balances screen, expanded

Verify leave balances

• Navigate to the Leave Balances screen.
• Click on the “+” button to show additional leave types if needed.

Adjust leave balances

• Navigate to the Leave Balances screen.
• Click on the “+” button to show additional leave types if needed.
• Type over values or make selections from dropdown lists to change.
• Enter a comment - required.
• Click OK to save or Reset to clear.

Timecard

Clicking the Timecard tab or the active link on the Dashboard displays the Timecard screen. This screen contains information about the current employee and pay period including leave balances, pay hours, and leave used. The information displayed is outlined in the table after the screen picture.

Timecard screen, initial view

Timecard screen, Leave Types expanded

Note: The type of hours and leave displayed on the timecard are dependent on the employee and tour of duty.

Timecard screen, Pay Types expanded

Timecard Hours Detail screen

Modify an employee’s current hours

• Click on Timecard tab.
• Click on the day of the week in the appropriate hour type field.
• Enter hours in the field.
• Click OK to continue or reset to clear changes.
  Note: Certain types of leave/hours require start and end times, including a.m. or p.m. This is indicated by a gray button to the left of the hour Type. You may either click this button OR click OK to enter start and end times.
• Select a Telework type in the Hours Detail if needed. Select None to remove Telework hours. (If Telework is inserted into Timecard, must select Telework Location from Tour of Duty tab.)
• Enter start and stop times in the Hours Detail if required.
• Click OK to accept changes or Reset to clear.

Modify the employee’s previous Pay Period hours

• Click on Timecard tab.
• Select the pay period from the dropdown and click Select.
• Modify hours as above.
  Note: A row in the supplement information at the bottom of the TC screen is created on both the current and the changed TC. On the changed TC it indicates that the existing TC has changed. On the current it indicates that a change was made to a prior pay period in the current pay period.

Remove a pending supplement

• Click on Timecard tab.
• Select the pay period from the dropdown and click Select.
• Clear the pending changes.
• Click OK.
  Note: The pending supplement rows will be removed. If the supplement has already been applied, a supplement reversing the previous supplement is created.

Leave Requests

Clicking the value in the Leave Requests column on the Dashboard or clicking the Leave Requests tab once in the Employee’s profile, displays the Leave Request screen. Requests can be submitted for a past, current or future pay period. Requests can be submitted for a partial day, a full day or multiple days. Multiple types of leave may be requested for the same day. Individual LRs must be saved before proceeding to the next. An email is automatically sent to the employee’s LAO each time an LR is submitted.

Leave Requests, initial view

Leave Requests, expanded view

Full Day Request, Annual Leave (AL), Sick Leave (SL), Leave Without Pay (LWOP)

• Fill in the Start and End Dates. Full day requests do not require a start and end time. The system will assign the time from the regular tour hours.
• Select Annual Leave, Sick Leave or Leave Without Pay.
• Enter a comment if needed.
• Click OK.

Partial Day Request, AL, SL, LWOP

• Fill in the Start Date.
• Select Annual Leave, Sick Leave or Leave Without Pay.
• Fill in the Start Time.
• Enter either the Number of Hours or the Stop Time. Click Calculate Hours to fill in the missing Number of Hours or Stop Time.
• Enter a comment if needed.
• Click OK.

Requests, combined or other types

• Click the + button to show the Request Leave expanded view.
• Fill in requested dates and/or times as explained previously.
• Fill in the actual number of hours next to each selected leave type.
• Enter a comment if needed.
• Click OK.

Delete existing requests

• Scroll down to the Existing Leave Requests section.
• Click the check boxes next to the requests to delete.
• Click OK.

Telework Requests

Clicking the value in the Telework Request column on the Dashboard or clicking the Telework Request tab once in the Employee’s profile, displays the Telework Request screen. Requests can be submitted for a past, current a future pay period. Requests can be submitted for a partial day, a full day or multiple days. Individual Telework Requests must be completed before proceeding to the next. An email is automatically sent to the employee’s LAO and the Employee each time a Telework Request is submitted.

Telework Requests Screen

Full Day Ad Hoc Telework request

• Fill in the Start and End Dates. Full day requests do not require a start and end time. The system will assign the time from the regular tour hours.
• Select Telework Location.
• Enter a comment if needed.
• Click OK.

Partial Day Ad Hoc Telework request

• Fill in the Start Date.
• Fill in the Start Time.
• Select AM or PM.
• Enter either the Number of Hours or the Stop Time (AM or PM must be selected if Stop Time is selected).
• Click Calculate Hours to fill in the missing Number of Hours or Stop Time.
• Select Telework Location.
• Enter a comment if needed.
• Click OK.

Remove Ad Hoc Telework request(s)

• Scroll down to the Existing Telework Requests section.
• Click the check box next to the telework request(s) to delete.
• Click OK button

Leave Transfer Program (LTP)

Clicking the value in the LTP: Donate column on the Dashboard or clicking the LTP tab once in the Employee’s profile, displays the LTP Donations and Accounts screen. This screen allows you (on behalf of an employee) to donate some or all of an employee’s Annual or Restored Annual leave to an approved recipient. You can also check the status of any leave donated to you.

The Donations section of the screen displays the leave available to donate. The Name/Reason/Org dropdown contains the names and information of approved recipient. It also shows any donations made that have not yet been credited to the recipient’s account

The Accounts section of the screen displays information about any VLTP accounts that have been set up for an employee.

LTP screen

Donate Leave

• Select the recipient in the Name/Reason/Org dropdown.
• Select the type of hours to donate in the Hours Type dropdown.
• Enter the number of hours to donate. This must to be less than or equal to the donor’s available hours.
  Note: Donated Hours must be in 1 hour increments.
• Click OK.
• The new donation line is displayed on the LTP screen.

Delete a pending donation

• Check the Delete box at the end of the donation line(s) to delete. You can only delete pending donations.
• Click OK.
• The LTP screen is redisplayed without the donation line item

Set up an LTP Account

• Select a Reason from the dropdown list.
• Select an Emergency Type from the dropdown list.
• Enter a valid date in the Begin Date field.
  Note: The End Date field will be populated when the LTP Account is closed.
• Click OK.
• The Donate Leave screen is redisplayed with the account line item.

Close an LTP Account

• Check the Close box for the desired account.
• Click OK.

Note: The End Date is populated and the account can be reopened.

Reopen an LTP Account

• Check the Reopen box for the desired account.
• Click OK.

Leave Bank

Clicking the value in the Leave Bank column on the Dashboard or clicking the LB tab once in the Employee’s profile, displays the Leave Bank screen. You must have the Leave Bank Case Manager role in order to access the data from this screen.

LB Screen

Relationships

Clicking the value in the Relationships column on the Dashboard or clicking the Relationships tab once in the employee’s profile, displays the Access Level screen. This screen allows you to set up relationships for a specific person that is dependent on their role.

Valid Relationships:

• LAO
  • Supervisor to Employee
  • Supervisor to Alt Supervisor
• TK
  • Timekeeper to Employee
  • Timekeeper to Alt Timekeeper

LAO – Supervisor to Employee screen

LAO – Supervisor to Alt Supervisor screen

Timekeeper – Timekeeper to Employee screen

Timekeeper – Timekeeper to Alt Timekeeper screen

AO Relationships Screen field descriptions

Label	Values / Actions	Description
Access Level	Information Only	Displays the Role of the selected employee.
Dropdown List	Relationship Type	Lists the Relationships available for the selected employee depending on the Role.
Go	Button / Click	Displays a list of employees available for a Relationship for the selected employee.
Assign	Check Box	Check to set Relationships.
Employees	Information Only	List of employees available for a Relationship for the selected employee.
Current LAO Current Timekeeper	Information Only	Current LAO or Timekeeper of the list of employees.
OK	Button / Click	Validates changes and applies updates, if no errors are found.
Reset	Button / click	Ignores changes and redisplays the screen.

Create Relationships

• Select a Relationship from the dropdown list.
• Click Go.
• Click the Assign box for the desired employee.
• Click OK.

Remove Relationships – Alternates Only

• Select a Relationship from the dropdown list.
• Click Go.
• Click the Assign box to remove the check for the desired employee.
• Click OK.

Reports

Clicking the Reports link on the left navigation area displays the Reports screen

Reports screen

Execute a report

• Select the desired report from the dropdown list.
• Enter the From and To Dates or select a Pay Period.
• Click OK to execute the report or Reset to start over.
• The requested report is displayed in another browser window.

Note: The required parameters for each report are displayed in the Instructions section of the screen.

Printable Timecard Report

New Employee

Clicking on the New Employee link on the left navigation area displays the New Employee screen. This screen allows you to perform the following functions:

• Add a new Federal employee
• Add multiple assignments to a Federal employee - employee working for two or more organizations at NIH; used for Consultants / Committee Members
• Un-separate a Federal employee Reinstate Federal employees who have previously been added to ITAS and then separated

New Employee screen

Add New Employee

• Enter a valid 9 digit social security number for Federal employees
• Click OK

The Personal screen is displayed, with tabs for the additional information needed for a new or existing employee. Please refer to the previous sections for more information concerning each screen.

Personal screen and additional tabs for New Employee

New Employee – Multiple Appointments

Add Multiple Appointment

• Click the Multiple Appt. radio button
• Enter a valid 9 digit social security number for Federal employees
• Click OK

New Employee – Unseparate

Unseparate an Employee

• Click the Unseparate radio button
• Enter a valid 9 digit social security number for a separated Federal employees
• Click OK 

New Contractor

Clicking on the New Contractor (Non-Federal Employee) link on the left navigation area displays the New Contractor screen. This screen allows you to perform the following functions:

• Add a new contractor
• Un-separate a contractor – Reinstate contractors who have previously been added to ITAS and then separated

New Contractor screen

Add New Contractor

• Enter a valid 9 digit Badge ID (NIH badge number) the contractor
• Click OK

New Contractor – Unseparate

Unseparate a Contractor

• Click the Unseparate radio button
• Enter a valid 9 digit Badge ID for a separated contractor
• Click OK

Organizations

Clicking the Organizations link on the left navigation area displays the Organization screen. This screen allows you to perform the following functions:

• Add a new organization
• Modify an existing organization
• Delete an existing organization

Organizations screen

Add a new organization

• Click New.
• Populate the required fields.
• Click OK to save or Reset to clear.

Modify an existing organization

• Make a selection from the Organizations dropdown list.
• Click Go.
• Make the desired changes.
• Click OK to save or Reset to clear.

Create or modify Core Hours for an existing organization

• Make a selection from the Organizations dropdown list.
• Click Go.
• If Core Hours are in the AM, the AO must insert both AM Start Time and AM Stop Time.
• If Core Hours are in the PM, the AO must insert both PM Start Time and PM Stop Time.
• AO can NOT insert Core Hours in more than 9 work days.

Note: Core hours are required for organizations that will allow employees to have a Maxiflex tour of duty. AO cannot delete all Core Hours for an Organization if there are employees currently on a Maxiflex tour of duty.

Steps to delete an existing organization

• Make a selection from the Organizations dropdown list
• Click the Go button
• Click the Delete button
• Click the OK button on the Confirmation screen

Note: An Organization cannot be removed if there are employees assigned to it.