Timekeeper Actions

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

Act as Alternate

Clicking the Act as Alternate link on the left navigation area displays the Act as Alternate screen. The drop down list shows the names of TKs that your AO has assigned you as an alternate.

Act as Alternate screen

Act as Alternate, “Act As” screen

Act as an Alternate TK

• Select the alternate from the dropdown list
• Click OK.
  Note the identification area. This will show whom you are “Acting As”.

Act as yourself

• Select the your name from the dropdown list
• Click OK.
  Note the identification area no longer shows “Acting As”.

Dashboard

Clicking the Dashboard link on the left navigation area displays the Dashboard screen. This screen serves as entry points to all of the screens that pertain to the employees 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 directly generate selected reports.

Dashboard screen

TK Dashboard screen field descriptions

Label	Values / Actions	Description
Pay Period	Select Pay Period	Select the pay period you would like to display.
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.
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 pay 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 are the bottom of the screen.
Personal	Employee names	Click name to go to Personal Screen.
LAO	LAO name for associated employee	Click name to go to Personal screen.
Payroll	SAC Code for employee	Click SAC Code to go to Payroll screen.
Tour of Duty	Number of regular tour hours	Click tour hours to go to Tour of Duty screen.
Lv.Cat.	Number of Annual Leave hours accrued per pay period	Click Lv.Cat. hours to go to Tour of Duty screen.
Access	ITAS access levels (roles) for the employee	Click Access to go to Options screen.
Timecards	Shows timecard status for the selected pay period and associated employee	Click to go to Timecard (TC) screen.
Leave Requests	Shows whether leave has been requested and/or approved	Click to go to the Leave Requests scree.
Telework Requests	Shows whether ad hoc telework has been requested and/or approved	Displays if Employee is eligible for Ad hoc Telework. Click to go to the Telework Request screen.
LTP:Donate	Linnk	Click to go to the LTP screen.
LTP:Accounds	Shows if an account has been set up	Click to go to the LTP 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 from 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 the pay period from the dropdown.
• Click the Select button.
• Select employees for which to run 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 another browser window.

Clear selected employees

• Click Reset.

Personal

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

• Clicking the EMP’s name in the Personal column of the Dashboard
• Clicking the LAO’s name in the LAO 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.

Personal screen

Change an employee’s personal information

• On the dashboard, find the appropriate employee and click the Name or LAO to get to the Personal screen.
• Overtype information or select the information to change.
• Click OK to accept changes or Reset to ignore.

Payroll

Clicking the value in the Payroll column of the Dashboard or clicking the Payroll tab displays the Payroll screen for the 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.

TK Payroll screen for Federal Employees

TK Payroll Screen Field Descriptions

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.
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	Checked against other pay and appointment fields. Only certain combinations are valid.
Military Status	Select Military Status if applicable	Denotes the EMP's military status.
Remards	Select when separating	Standard remarks for separation reasons.
Special FMLA	Check Box	Grands employee an additional 26 weeks of PMLA leave
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 payroll information

• On the dashboard, find the appropriate employee and click on the Payroll information to get to the Payroll screen.
• Overtype and/or select the information to change.
• Click OK to accept 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

TK 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	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	Check	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 of 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 Station location for non-Telework tour days.
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 Table
Meal Break	Check Boxes	Indicates whether is meal break is required.
(Regular) 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 for the OT Earned - ARSOT hours.
(OT - Earned ARSOT) Hours	Hours	Enterable to show the number of hours for each type and day.
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.
OK	Button / Click	Validates changes and applies updates, if no errors are found.
Reset	Button / Click	Ignores changes and redisplays the screen.

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

• 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.
• 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. f the change is not accepted, please check the error message at the top of the page and make corrections as indicated.

Hours Detail (Tour of Duty, Regular) screen

Hours Detail (Tour of Duty, OT Earned - ARSOT) screen

TK 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 for 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 number does not include meal breaks.
Telework	Check box	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	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.

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 for 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 number does not include meal breaks.
Telework	Check box	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	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.
• 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 “More” if needed to show another row of Start and Stop times if needed to show nonconsecutive hours.
  • The total of the Stop minus the Start times must equal the number of hours in the Day Total.
• Click OK.

Options

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

Options screen

TK options screen field descriptions

Label	Values	Description
Leave Approving Official	Check box	Check to set the employee as an LAO.
Timekeeper	Check box	Click 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	Check box	Check to set privileges as an AO.
ITAS Administration	Check box - 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.

Timecard

Clicking the value in the Timecard column on the Dashboard or clicking the Timecard tab once in the employee’s profile, displays the Timecard screen. The current employee and pay period including leave balances, pay hours, and leave used are displayed.

Timecard screen, initial

Timecard screen, Leave Types expanded

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 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 i 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, regular view

Leave Requests, expanded view

Full day 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.
• Enter the Hours next to the Leave Type.
• 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 Stop Time (AM or PM must be selected for Stop Time).
• Click Calculate Hours to fill in the missing Number of Hours or Stop Time.
• Enter the Hours next to the Leave Type.
• 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 or future pay periods. 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 or the LTP Accounts columns 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 to donate (on behalf of an Employee) some or all of an employee’s Annual or Restored Annual leave to a specific person. You can also check the status of any leave donated to an Employee.

The Donations section of the screen displays the leave available to donate. The Name/Reason/Org dropdown contains the names and information of the approved recipients to whom leave can be donated. 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 the employee.

LTP screen

Donate leave

• Select the person 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 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 LTP 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.

Reports

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

Report screen

Request 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