Employee Actions

The following screens and functions are available to all employees when signed on under the EMP role.

Request Leave

Clicking the Request Leave link on the left navigation area displays the regular view of the Request Leave screen.

Requests to use leave can be made for a past, current or a future pay period. Requests can be made for a partial day, a full day or multiple days. Multiple types of leave may be requested for the same day. Each individual LR must be saved before proceeding to the next. An email is sent to the requestor’s LAO automatically each time an LR is submitted.

Request Leave, regular view

Request Leave, 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

• Fill in the Start Date.
• Fill in the Start Time.
• Select AM or PM.
• Enter either the Number of Hours or the End Time (AM or PM must be selected if End Time is entered).
• 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 Other Types link 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.

Remove an existing request

• Scroll down to the Existing Leave Requests section.
• Check Cancel next to an individual request.
• Click OK button to remove the request.
  Note: When in the Employee role, only pending and future requests can be canceled.

Request Telework

Clicking the Request Telework link on the left navigation area displays the Request Telework screen. The Request Telework screen is used to make Ad Hoc requests (i.e. a telework request that is not regularly scheduled.)

Ad hoc telework requests can be made for a past, current or future pay periods. Requests can be made for a partial day, a full day or multiple days. Partial telework requests and leave requests can be made for the same day, as long as, there is no overlap in time. Each individual telework request 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.

Request Ad Hoc Telework 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 button.

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 End Time (AM or PM must be selected if End 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 button.

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.
  Note: When in the Employee role, only pending and future requests can be deleted.

Verify Timecard

Click on Verify Timecard on the left navigation area to check your timecard before the end of each pay period. The current pay period’s timecard is displayed by default.

Verify TC screen

Verify Timecard

• If needed, select a different pay period from the dropdown list and click Select to show the TC from that pay period.
• Click Verify to confirm the timecard is correct.
  Note: After the Verify button is clicked, the Timecard will no longer be displayed in the dropdown list for viewing

Sign In

Clicking the Sign In link on the left navigation area displays the Sign In screen. From here you can accept the default (current) time, change the time with a reason, or generate a Leave Request for the time missed up until that point.

Sign In screen

Normal sign in

• Click OK to accept the default (current) time.
• The Sign In OK screen is shown.
• Click OK.

Sign in with time change

• Type over the Time displayed with the corrected time.
• Enter an explanation for the time change.
• Click OK.
• The Sign In Successful screen is shown.
• Click OK.

Sign in Absence screen

Sign in Leave Request screen

Generate leave request

• From the initial Sign In screen, accept the default time or change the time and enter a reason.
• Click Record Absence.
• If the Sign In Absence screen is shown, fill in the number of hours for which to account and click Next to show the Sign In Leave Request screen. Normally the system will calculate the number of hours and you will go directly to the Sign In Leave Request screen.
• The Sign In Leave Request screen is essentially the same as the regular Leave Request screen. Complete the Leave Request hours as normal and click OK.
• The associated leave requests are done and the “Sign In Successful” screen is shown.
• Click OK.

Sign Out

Clicking the Sign Out link on the left navigation area displays the Sign Out screen. Similar to the Sign In screen, you can accept the default (current) time, change the time with a reason, or generate Leave Requests for time missed during the day or for the remainder of the day if leaving early. You can also request where to record any additional hours worked over and above your normal tour.

The Sign Out screen is only valid if a Sign In for the day has been done. Performing a Sign Out after you have already done one will erase the previous Sign Out.

The top part of the Sign Out screen displays information about the current Sign In.

Sign Out Screen

Normal Sign Out, full day

• From the initial Sign Out, click OK to accept the default (current) time.
• The Sign Out OK screen is shown.
• Click OK.

Sign Out with time change, full day

• Type over the Time currently displayed with the corrected time.
• Enter a description of the reason for the time change.
• Click OK.
• The Sign Out OK screen is shown.
• Click OK.

Sign Out screen with time and explanation entered

Sign Out Account for Excess Hours

Sign Out, leaving early

• From the initial Sign Out, click OK to accept the current time or change the time and enter a reason.
• Click OK to show the Sign Out Leave Request screen.
• The Sign Out Leave Request screen is essentially the same as the regular Leave Request screen. Complete the Leave Request hours as normal and click OK.
• The associated leave requests are done and the Sign Out OK screen is shown.
• Click OK.

Sign Out Record Absence screen

Sign Out Leave Request screen

Sign Out with leave in the middle of the day

• From the initial Sign Out screen, click OK to accept the current time or change the time and enter a reason.
• Click Record Absence/On Call/Differential to show the Sign Out Record screen.
• Check the Account for Absence check box.
• Enter the Hours Absent.
• Enter the Start Time the absence started.
• Click Next to show the Sign Out Leave Request screen.
• Complete the Leave Request screen and click OK.
• The associated leave requests are done and the Sign Out OK screen is shown.
• Click OK.

Sign Out Record Excess Hours screen

Sign Out – Account for Excess Hours screen

Sign Out with excess hours

• From the initial Sign Out screen, click OK to accept the current time or change the time and enter a reason.
• Click Record Absence/On Call/Differential to show the Sign Out Record screen.
• Click Next to show the Sign Out – Account for Excess Hours screen. This screen shows all valid categories for recording excess hours.
• Enter Earned Hours to record for each needed Credit Type.
• Click OK and the Sign Out OK screen is shown.
• Click OK to complete the action.

Donate to VLTP

Clicking Donate to VLTP on the left navigation area displays the screen where you can donate some or all of your Annual or Restored Annual leave to a specific person. You can also check the status of any leave donated to you.

The Donations section of the screen displays the leave you have available to donate. The Name/Reason/Org dropdown contains the names and information of approved recipients to whom you can donate. It also displays 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 you.

Donate to VLTP screen

Donate leave

• Select the person to whom you wish to donate 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, which are less than or equal to your available hours.
• Click OK.
• Click OK on the Confirmation screen.
• The Donate Leave screen is displayed with the new donation line showing.

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.
• Click OK on the Confirmation screen.
• The Donate to VLTP screen is redisplayed without the donation line item.

Donate to Leave Bank

Clicking the Donate to Leave Bank link on the left navigation area displays the screen where you can donate some or all of your Annual or Restored Annual leave to the Leave Bank or a specific person. If you are a Leave Bank recipient, you can also check the status of any leave donated to you.

The Donations section of the screen displays the leave you have available to donate. It also displays any donations made that have not yet been credited to the Leave Bank account.

The Accounts section of the screen displays information about any Leave Bank accounts that have been set up for you.

Donate to Leave Bank screen

Donate leave

• Select the type of hours to donate in the Hours Type dropdown.
• Enter the number of Hours to donate, which are less than or equal to your available hours.
• Optional;: Enter the name of a Leave Bank recipient into the Comments field.
• Click OK.
• Click OK on the Confirmation screen.
• The Donate to Leave Bank screen is displayed with the new donation line.

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.
• Click OK on the Confirmation screen.
• The Donate to Leave Bank screen is redisplayed without the donation line item.

Leave Bank Membership

Clicking the Leave Bank Membership link on the left navigation area displays the screen where you can submit a request to become a member of the Leave Bank.

Leave Bank Membership is only available during the Open Enrollment period and for 60 days after an Employee’s Enter on Duty Date. Membership in the Leave Bank requires a contribution equal to one pay period’s annual leave accrual amount. However, the contribution amount may be waived if the employee does not have adequate leave available. Leave Bank members will be automatically re-enrolled for future Open Enrollment periods, until they Opt Out. The Employee must Opt Out by the end of the Open Enrollment period in order not to be re-enrolled for the next membership period.

Leave Bank Membership screen

Leave Bank Membership Agreement Confirmation screen

Leave Bank Membership request

• Select 'I want to become a Leave Bank member'
• Select the year or years in which you would like to become a member
• Click the OK button
• Leave Bank Membership Agreement confirmation screen is displayed
• Click the Agree or Disagree button
• The Leave Bank Membership screen is displayed with the check boxes in read-only mode

Opt out of Leave Bank membership (current Leave Bank members Only)

• Select 'Opt Out' to
• Click the OK button
• Click the OK button the Confirmation screen
• The Leave Bank Membership screen is displayed.
  Note: Opting out stops automatic re-enrollment for the next Leave Bank membership period, not the current membership period.

Personal

Clicking the Personal link on the left navigation area displays information stored about you in the system. This is informational only and cannot be changed here.

Personal screen

Tour of Duty

Clicking the Tour of Duty link on the left navigation area allows you to request a change to your current tour. Once completed, your LAO receives the request and can either approve, deny or modify it. If approved or modified, the tour change is effective as of the next Pay Period.

Requesting a tour change may be a multi-step process. It also involves pre-filling and checking various entries by using the GO buttons. The various entry fields and button functions are described in the table following the screen shot.

Tour of Duty screen

EMP Tour of Duty screen field descriptions

Label	Values / Actions	Description
STATUS PENDING	Display only	Only shows if there is an unapproved Tour change request pending.
Pay Period	Select Pay Period	Select the pay period you would like to review the Tour.
Select	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	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	Check	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	Display only	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 will inform employees if they are required to use Sign In and Sign Out as part of the Maxiflex tour.
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 next year and pay periods a Tour change can be requested.
Changes in Future Tour of Duty	Display only	Shows the year and pay period of a future scheduled Tour change.
Special Pay Rate	Select	Usually NONE, valid for certain Tour Types.
Shift	Select	Usually Regular, valid for certain Tour Types.
Sick Leave	Display only	Shows the number of hours accrued per pay period.
Annual Leave	Display only	Shows the number of hours accrued per pay period.
Official Duty Station	Information Only	Official Duty Station location for non-Telework tour days.
Telework Status	Information Only	Shows the telework eligibility
Telework Location	Select	Location where Telework will be performed. (Field will only be displayed if Employee is eligible for Telework.)

Distribution of Biweekly Basic Work Requirements	Values / Actions	Description
Meal Break	Check Boxes	Indicates whether a meal break is required.
(Regular) Button	Click	Shows the Hours Detail 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.
Comments	Text	Allows comments to be entered.

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

Display tour information

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

Request a tour change

• 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 needed if the request is for Telework. (Maxiflex employees should not select a Telework Location.)
• 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 request 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 request 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.

Hours Detail

The Hours Detail screens are only displayed after clicking the associated buttons in the Tour of Duty screen. They are used to specify specific time periods and durations associated with different tour type hours.

Hours Detail (Regular) screen

Hours Detail (OT Earned-ARSOT) screen

EMP Hours detail screen field descriptions

Label	Values / Actions	Description
Type	Display Only	Shows the Type of hours for the Day, Start, and Stop times.
Telework Type	Display Only	Shows the Employee's Telework Type.
Pay Period	Display Only	Shows the pay period of the Tour.
Pay Period Total	Display Only	Shows the total number of hours fo the Type and Pay Period
Day Total	Display Only	Shows the total number of hours for the specific day, type, and pay period. For Regular Hours only, this time does not include meal breaks.
Telework	Check box	Denotes that the following Start/Stop times are for Telework hours for the Tour of Duty. (Won't appear if user does NOT have Regular Telework access.)
Start	Time	Standard time entires 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	Click to show another row of Start and Stop times.
Tour	Button / Click	Click to return to the main Tour of Duty screen.
OK	Button / Click	Validates changes and applies updates, if no errors are found.
Reset	Button / Click	Ignores changes and redisplays the screen.

Change tour regular 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.
• If Tour request change is for Telework, on Tour of Duty screen select Telework Location and insert comments. On the Hours Detail screen, click the Telework checkbox.
• Click OK.

Change tour other hours

• Change the Start and or Stop times to show the actual anticipated times for each Tour day.
• Click “More” if needed to show another row of Start and Stop times if needed to show nonconsecutive hours.
  • The total of the Stop times minus the Start times must equal the number of hours in the Day Total.
• If Tour request change is for Telework, on Tour of Duty screen select Telework Location and insert comments. On the Hours Detail screen, click the Telework checkbox.
• Click OK.

Reports

Several reports and other information can be executed through the reports section. They are requested either through the Report Selection screen or directly through additional links.

Report selection screen

Clicking Reports on the left navigation area displays the Reports screen. A variety of reports can be executed. Date and Pay Period parameters are also entered here to control what information is displayed.

Request a report

• Select the report you want from the dropdown list.
• Enter 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.

ATLR

Printable Timecard