Administrative Support Tool

Required Form(s): Leave and Earning Statement (LES)
Required System Access: MyPay/WiTS/ITAS (HR Systems Login)
Policy Reference: NIH Policy Manual and ITAS User Manual

Overview

Credit hours that were earned in the previous pay period or earlier may be used by the employee in lieu of annual or sick leave.  Therefore, employees should NOT request to use credit hours if they were earned in the same pay period. An employee’s supervisor/Leave Approving Official (LAO) should NOT approve credit hour request if the employee earned them in the same pay period.  

Credit hours should be entered as an employee works and are entered the same way as any other leave type in ITAS. If an employee is on a flexible schedule, the employee should sign in and sign out for each day they work more or less than 8 hours. ITAS will automatically prompt the employee to enter the appropriate amount of credit hours and/or leave after they sign out.

ITAS will allow an employee to use credit hours before they are available in the Payroll system. If credit hours are used before they are earned, the Payroll system will automatically use annual leave in lieu of the credit hours.  If there is no annual leave available, LWOP will be automatically entered.  This will result in a leave discrepancy and potentially additional leave/pay issues.

Steps

1. Employee: Discuss desire to use credit hours with your supervisor and see if you are eligible.
2. Supervisor/Leave Approving Official (LAO): Approve or disapprove employees desire to gain credit hours based on guidance from policy.
3. Supervisor/Leave Approving Official (LAO): Send request to Division Director and return approvals to employee.
4. Employee: Contact your divisions designated WiTS Administrator to submit request for credit hours. Please indicate the exact hours you worked and the following information:

• The request type: Credit Hours Earned,
• The date the hours were earned,
• The start time and end time and the total amount of hours (e.g. 7:00 AM – 8:00 AM; 1 hour), and
• The pay period the credit hours were earned.

1. Division WiTS Administrator: Submit WiTS ticket with approvals of eligibility to earn credit hours. Administrative Services Branch, Administrative Officer (ASB, AO): Check eligibility box in ITAS to earn credit hours and enter the appropriate number of credit hours for the employee.
2. Employee: Verify/certify Timecard as usual.

Notes:

• An employee can earn up to 24 hours of credit hours that can be carried over from pay period to pay period.
• Employees on a regular or compressed schedule are not eligible for credit hours.
• For directions on how to submit your leave request with credit hours visit the ITAS User Manual.
• If an employee works additional hours but did not have access to ITAS, they can submit a WiTS ticket as soon as they return to the office.