Employee Actions

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

Request a Maxiflex Tour of Duty

Clicking Tour of Duty in the left navigation area allows the employee to request a Maxiflex tour. Once completed, the employee’s LAO receives the request and can either approve or deny. If approved, the tour change is effective as of the next Pay Period.

Note: The employee’s organization must have at leave one day with Core hours in order to utilize the Maxiflex Work Schedule.

Tour of Duty screen

ITAS Tour of Duty screen three

Steps to request a Maxiflex Tour of Duty for a full-time employee

  • Log into ITAS
  • Click the Tour of Duty menu item
  • Select Maxiflex Work Schedule from the Tour Type list
  • Click the Go button
  • Enter comments.
  • Click the OK button to submit the change request

Steps to request a Maxiflex Tour of Duty for a part-time employee

  • Log into ITAS
  • Click the Tour of Duty menu item
  • Select Maxiflex Work Schedule from the Tour Type list
  • Click the Go button
  • Part-time from the Term Type list
  • Set Tour Hours to less than 80
  • Enter comments
  • Click the OK button to submit the change request

Maxiflex Tour of Duty validation

  • If an employee selects the Maxiflex Work Schedule, but the Employee’s Organization does NOT have established Core Hours, the following error message will be displayed: Employee's Organization must have Core Hours in order to use the Maxiflex Tour Type. The employee must contact his/her Admin Officer and request Core Hours for the employee’s Organization.
  • If a full-time employee requests a Maxiflex Work Schedule, and changes the Tour Hours to greater or fewer than 80, the following error message will be displayed: Error! Tour Hours: Full-Time employees should have 80 hours.
  • If a part-time employee requests a Maxiflex Work Schedule with 80 or more Tour Hours, the following error message will be displayed: Error! Tour Hours: Part time employees cannot have 80 or more hours.
  • If an employee requesting a Maxiflex Work Schedule inserts hours into the Distribution of Biweekly Basic Work Requirements section for the amount of the total Tour Hours, the following error message will be displayed: Error! Distribution of Biweekly Basic Work is not allowed for the Maxiflex Tour Type.
  • If an employee requesting a Maxiflex Work Schedule inserts hours into the Distribution of Biweekly Basic Work Requirements section for an amount greater or less than the total Tour Hours, the following error message will be displayed: Error! Tour Hours: Total hours does not equal to the Tour Hours.

Certify Timecard

The Certify Timecard functionality is only available to employees on an approved Maxiflex tour of duty. Certify Timecard in the left navigation area allows Maxiflex employees to enter daily work hours, as well as certify that the employee has satisfied his/her Organization’s Core Hour requirements. If the employee has NOT satisfied the Organization’s core hour requirements, the employee may edit the Regular hours in his/her Timecard or submit a Leave Request for all or part of the Core Hours.

ITAS will automatically calculate the total hours when the Start/Stop times are entered on the Timecard Details screen. A 30-minute meal break will be automatically deducted for 8 or more hours of work.

Note regarding meal periods: If you are working more than 5 hours but less than 8 hours, you have the option of an unpaid meal period and, if taken, you must manually adjust your total hours worked for the day by subtracting 30 minutes. Employees working 8 or more hours have a 30 minutes unpaid meal period automatically deducted.

Certify Timecard screen

ITAS Certify Timecard screen

Timecard Details screen

ITAS Timecard Details screen two

Steps to designate Regular Telework:

  • Click the Certify Timecard menu item
  • For each day of the week worked, enter regular work hours in the Regular row
  • Click the gray box next to Regular
  • Select Regular from the Telework dropdown list
  • Click the OK button to save changes or the Reset button to clear changes

Steps to remove Ad Hoc or Regular Telework:

  • Click the Certify Timecard menu item
  • Click the gray box next to Regular
  • Select None from the Telework dropdown list
  • Click the OK button to save changes or the Reset button to clear changes

Steps to certify the timecard:

  • Click the Certify Timecard menu item
  • For each day of the week worked, enter regular work hours in the Regular row (If a day, or part of a day, is to be Ad hoc Telework, insert hours into Timecard, save and then proceed to Request Telework screen.)
  • Click the gray box next to Regular to insert Start and Stop times (Employees may be required to insert Start and Stop times – see Tour of Duty screen to determine if Start and Stop Times Required is checked.) NOTE: Only 3 separate Start and Stop Times are allowed in a 24-hour period.
  • Click the OK button to save changes or the Reset button to clear changes
  • All of the Regular hours worked must be entered before the end of the current pay period
  • Click the Certify Hours button to certify the Timecard and verify that the Regular hours have met the Organization’s core hour requirements

Note: Certifying a timecard will automatically verify the timecard as well. Once certified, the employee will no longer be able to edit the timecard.

Certify Timecard validation

  • If an employee attempts to enter more than 3 Start/Stop Times on the Regular Hours Details screen, the following error message will be displayed: Error! Employee on Maxiflex tour is allowed up to 3 Start and Stop Times within a 24 hour period.
  • If an employee selects Regular from the Telework list, but has not entered Regular hours for the day, the following error message will be displayed: Error! Please enter Regular hours for the Telework date: MM/DD
  • If an employee selects Ad hoc from the Telework list, the following error message will be displayed: Error! Please submit your Ad hoc telework request through Request Telework.
  • If an employee attempts to certify the Timecard, but has not met the organization’s Core Hours for a given day, the following error message will be displayed: Error! Core Hours have not been met, please update Regular Hours or submit a leave request.
  • If an employee attempts to insert more than 13 Regular hours to the Timecard for a given day, the following error message will be displayed: Error! Maxiflex employees cannot have more than 13 hours for the workday.
  • If an employee attempts to insert less than 2 Regular hours to the Timecard for a given day, the following error message will be displayed: Error! Maxiflex employees cannot have less than 2 hours for the workday.
  • If a full-time employee attempts to certify the timecard with greater than or less than 80 hours for a biweekly pay period, the following error message will be displayed: Error! Full-Time Maxiflex tours must be equal to 80 hours per pay period.
  • If a full-time employee attempts to certify the timecard with greater than 60 hours for a workweek, the following error message will be displayed: Error! Full time Maxiflex employees cannot have more than 60 hours for the workweek.
  • If a part-time employee attempts to certify the timecard with greater than ¾ of the total tours hours in a single workweek, the following error message will be displayed: Error! Part time Maxiflex employees cannot have more than three quarters of tour hours for the workweek.
  • If an employee attempts to add Annual Leave or Sick Leave to his/her Timecard, the following error message will be displayed: Error! Hours cannot be incremented more than requested from timecard for Leave.

Request Leave

Employees on a Maxiflex tour of duty will be able to request leave. Clicking the Request Leave menu item displays the Request Leave screen.

Requests to use leave can be made for past, current or future pay periods. 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 leave request must be saved before proceeding to the next. An email is sent to the requestor’s LAO automaticall each time a leave request is submitted.

Note: If there are Regular hours on the Timecard, please remove them prior to submitting a full day leave request. Timecard must have Regular hours for a leave request of less than 2 hours.

Request Leave screen

ITAS Request Leave Screen

Steps to Request Leave:

  • A request for an employee may be submitted if there are no hours on the Timecard for the requested date
  • Enter Start Date (Enter a Send Date for a range of days)
  • Select a Start Time
  • Select an End Time or enter the Number of Hours
  • Enter the Hours for the designated Leave type
  • Enter a comment if needed
  • Click the OK button

Steps to remove an existing request

  • Scroll down to the Existing Leave Requests section
  • Check Cancel next to an individual request
  • Click OK button

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

Leave Request validation

  • If an employee fails to select a Start Time, the following error message will be displayed: Error! Start time: Enter Start time and hours.
  • If an employee fails to select an End Time or enter the Number of Hours, the following error message will be displayed: Error! End time: Enter End time and/or hours.
  • If an employee attempts to submit a leave request without entering Start or Stop Times and Hours, the following error message is displayed: Error! Start time: Enter Start time and hours.
  • If an employee attempts to submit a Leave Request for more than 13 hours, the following error message will be displayed: Error! Cannot submit a leave request for more than 13 hours per workday for MM/DD/YYYY
  • If an employee attempts to submit a Leave Request for less than 2 hours, and there are no hours on the timecard for the date of the request, the following error message will be displayed: Error! Cannot submit a leave request for less than 2 hours per workday for MM/DD/YYYY
  • If an employee submits a Leave Request for less than 13 hours, the request may make the employee’s total tour hours exceed the 80 hours biweekly maximum, the employee will not receive an error message. However, the employee’s LAO will not be able to approve the Leave Request. The employee’s LAO will see the following warning: Leave hours cannot be more than hours worked. The employee’s LAO must deny the Leave Request and the employee must resubmit a Leave Request for the number of hours that will NOT exceed the 80 hour biweekly maximum. 

Request Telework

Clicking Request Telework in the left navigation area displays the Request Telework screen. The Request Telework screen is used to make Ad Hoc requests.

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 and there are hours available. 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

ITAS Request Ad Hoc Telework Screen two

Steps to request Ad Hoc Telework:

  • Click the Request Telework menu item
  • Enter the Start Date
  • Select the Start Time
  • Enter the Number of Hours or select the End Time
  • Select the Telework Location
  • Enter a comment if needed
  • Click the OK button

Steps to delete an Ad Hoc Telework Request

  • Scroll down to the Existing Telework Requests section
  • Check the Delete box next to the telework request
  • Click the OK button

Note: Only pending and future requests can be deleted.

Request Ad Hoc Telework validation

  • If an employee attempts to submit an Ad hoc Telework Request without entering Start or Stop Times and Hours, the following error message is displayed: Error! Start time: Enter Start time and hours.
  • If an employee attempts to submit an Ad hoc Telework Request without selecting an End Time or enter the Number of Hours, the following error message is displayed: Error! End time: Enter End time and/or hours.
  • If an employee attempts to submit an Ad hoc Telework Request for the more than 13 hours, the following error message will be displayed: Error! Cannot submit a telework request for more than 13 hours per workday for MM/DD/YYY

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