Using ITAS -- Integrated Time and Attendance System

A Quick Reference Guide

## **EMPLOYEE ROLE**

As an employee you submit leave request and can view your own time and
attendance information. The options available to employees via ITAS are:

**NOTE**: Only use the navigation buttons in ITAS. Do not use the
**browser** buttons (such as the back arrow button) to navigate in ITAS.
The only browser button compliable with ITAS is the "Printer" button.

### Section 1. SIGN-IN/OUT

### **This function will not be used by HHS**

### Section II. Leave Request

This feature allows you to submit a request for leave to your supervisor
on-line. You can also request to donate leave to another employee. You
may review your request on-line to determine if your supervisor has
approved it. Once your supervisor has approved your leave request it is
automatically posted to your timecard in ITAS.

This feature should be used in place of completing Form SF-71, Request
for Leave. You should check with your supervisor for the policy in your
office.

**To request leave**

**Instructions:**

**To create a full day request:**

-   Click on Request Leave

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-   Fill in the Start Date. Tab to End Date (will default to the same
    value, which you may change). OR Click on Mini Calendar next to
    Start Date or End Date field and select date.

-   Select a Leave Type. If your desired type is not shown or you want
    multiple types, choose Other Types. Other Types denotes all leave
    types (AL, SL, and LWOP may be selected on this page too) and
    includes FFL, FMLA, and Comp Time etc.

-   Click the Submit button.

> **To create a partial day request:**

-   Click on Request Leave

-   Fill in the Start Date. Tab to End Date (will default to the same
    value, which you may change). OR Click on Mini Calendar next to
    Start Date or End Date field and select date.

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-   Select a Leave Type. If your desired type is not shown, choose Other
    Types to be directed to the advanced page.

-   Fill in the Start Time of your leave be sure to include "AM or PM"
    after time. (i.e. 8 A.M. or 2 P.M.)

-   Fill in either the End Time be sure to include "AM or PM" after
    time. (i.e. 8 A.M. or 2 P.M.) Or \# Hours; the other will be
    populated for you.

-   Click the Submit button.

**To Request leave for two or more types of leave on the same day:**

-   Click on Request Leave

-   Fill in the Start Date. Tab to End Date (will default to the same
    value, which you may change). OR Click on Mini Calendar next to
    Start Date or End Date field and select date.

-   Click on Other types

-   Click Submit

-   ITAS will open window in which you will click on the **type of
    absence** and **enter number of hours** you wish to apply to the
    first leave category.

-   Click on the second **type of absence** and **enter number of
    hours**. Continue until you have accounted for all hours requested.

-   Click the **Submit** button.

An email will be automatically sent to your Approving Official (AO)
notifying them of your request. The Leave Request will appear in the
AO's Pending Leave Request window. Once the Approving Official approves
the leave it will be posted to the employee's timecard and email will be
automatically being sent back to the employee notifying them of approval
or denial.

**Removing a Leave Request:**

You may use this process to remove a leave request that has not yet been
approved or is for a future date. See your Timekeeper for additional
help, if necessary.

-   Click on Request Leave

-   Click on "View or delete existing leave request".

-   Click on the row of leave you wish to delete.

-   Click on "Delete" button

-   Email sent notifying your AO of the deletion.

**To Process a Donate Leave Request:**

-   Click on Donate Leave

-   Enter the number of hours to donate in the Hours column for the
    appropriate recipient. If you don't see the employee's name, see
    your Timekeeper.

-   Click on the OK button to process your donation.

*Section III. Review Credit Hours:*

> Employees who earn credit hours ITAS will be able to view a history of
> credit hours earned and used in the current pay period. Timekeeper
> must enter the credit hours **earned** to employee's timecard.

*Section IV. Privacy Act Notice:*

You may view the Privacy Act Notice as it applies to ITAS on the logon
screen.

*Section V. Change Password:*

> This function allows you to change your current ITAS password. Note
> that ITAS requires all users to change their password every 180 days
> for security reasons.
>
> Enter your current password and a new password that is from six to ten
> characters and must contain three or following four elements.

-   At least one number

-   At least one Capital letter

-   At least one lower case letter

-   At least one Special Character (Examples: ! @ \# \$ % & \*)

> Your new password may not be any of the last **ten** passwords you
> used in ITAS.
>
> Your password is case sensitive.
>
> **Note:** If you have forgotten your password and cannot access ITAS,
> see your Timekeeper or ITAS Coordinator to have your password reset.

*Section VI. Verify Timecard:*

> Employees may be asked to view and verify the accuracy of their
> timecard in ITAS. ITAS gives employees the capability to view their
> time and attendance record for the current pay period before it is
> processed in order to compare information with their own records and
> discuss any discrepancies with their Supervisor and Timekeeper.
> Employee may also view time and attendance information from previous
> pay periods.

**To View and Verify Your Timecard:**

-   Click on Verify Timecard

-   Select the current pay period. Click on "Open Timecard" button.

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-   The Timecard Summary window appears with leave for the pay period
    indicated and/or extra hours worked for the pay period.

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-   If the information is correct, click on the **Verify** button. If
    the timecard is not correct click on the **Close** button and
    discuss the incorrect information with your Supervisor and/or
    Timekeeper.

### 

### Section VII. Sample Timecard

  ---------------------------------------------------------- -- ------------
  \<TBODY\>**Timecard for Regional Employee                     \</TBODY\>
  10/22/2000-11/04/2000 (23-2000)**                             

                                                                
  ---------------------------------------------------------- -- ------------

+-----------------+------------------------+-----------------+---------+
| Top of Form 1   | Verified Status: No    | Annual Leave    |         |
|                 |                        | Category: 08    |         |
| \<TBODY\>SAC:   |                        |                 |         |
| HNA             |                        |                 |         |
+-----------------+------------------------+-----------------+---------+
| Tour Hours:     | Approved Status: No    | Transmit Date:  | \</     |
| 80.00           |                        |                 | TBODY\> |
+-----------------+------------------------+-----------------+---------+

  ----------------- -------- --------- ------ ------------ ------ --------- ------- --------- ----------------
  \<TBODY\>Annual   180.00   Credit    0.00   Credit Hours 0.00   Sick      84.00   FFL Used: 0.00
  Leave:                     Hours:           Lost:               Leave:                      

  Restored Annual   0.00     Comp      0.00   Comp Time    0.00   Adv. Sick 0.00    Donated   0.00
  Leave:                     Time:            Lost:               Leave:            YTD:      

  Projected Annual  40.00    Rel. Comp 0.00   Rel. Comp    0.00   Use or    0.00    VLTP      0.00\</TBODY\>
  Leave:                     Time:            Time                Lose:             Leave:    
                                              Charged:                                        
  ----------------- -------- --------- ------ ------------ ------ --------- ------- --------- ----------------

  --------------- ------- ------ ------ ------ ------ ------- --------- ------ ----------- -------------- ------ ------ ------ ------ ----------------
  \<TBODY\>Date   REG     AL     SL     CTU    CHU    Other             NP     **Base**    N/S            ENV    OT     HP     CTE    CHE

  S 10/22/2000    \-      \-     \-     \-     \-     \-                \-     **-**       \-             \-     \-     \-     \-     \-

  M 10/23/2000A   8.00    \-     \-     \-     \-     \-                \-     **8.00**    \-             \-     \-     \-     \-     \-

  T 10/24/2000 A  8.00    \-     \-     \-     \-     \-                \-     **8.00**    \-             \-     \-     \-     \-     \-

  W 10/25/2000A   8.00    \-     \-     \-     \-     \-                \-     **8.00**    \-             \-     \-     \-     \-     \-

  T 10/26/2000 A  8.00    \-     \-     \-     \-     \-                \-     **8.00**    \-             \-     \-     \-     \-     \-

  F 10/27/2000 A  8.00    \-     \-     \-     \-     \-                \-     **8.00**    \-             \-     \-     \-     \-     \-

  S 10/28/2000    \-      \-     \-     \-     \-     \-                \-     **-**       \-             \-     \-     \-     \-     \-

  S 10/29/2000    \-      \-     \-     \-     \-     \-                \-     **-**       \-             \-     \-     \-     \-     \-

  M 10/30/2000A   8.00    \-     \-     \-     \-     \-                \-     **8.00**    \-             \-     \-     \-     \-     \-

  T 10/31/2000 A  8.00    \-     \-     \-     \-     \-                \-     **8.00**    \-             \-     \-     \-     \-     \-

  W 11/01/2000A   8.00    \-     \-     \-     \-     \-                \-     **8.00**    \-             \-     \-     \-     \-     \-

  T 11/02/2000 A  8.00    \-     \-     \-     \-     \-                \-     **8.00**    \-             \-     \-     \-     \-     \-

  F 11/03/2000 A  8.00    \-     \-     \-     \-     \-                \-     **8.00**    \-             \-     \-     \-     \-     \-

  S 11/04/2000    \-      \-     \-     \-     \-     \-                \-     **-**       \-             \-     \-     \-     \-     \-

  Supplements      -       -      -      -      -     \-                 -     ** **        -              -      -      -      -      -

  TOTALS:         80.00   0.00   0.00   0.00   0.00   0.00              0.00   **80.00**   0.00           0.00   0.00   0.00   0.00   0.00\</TBODY\>

  \<TBODY\>                                                   **Paid           **80.00**   **Report Run                               
                                                              Base:**                      Date/Time:**                               
                                                                                           10/23/2000                                 
                                                                                           10:44                                      
                                                                                           AM\</TBODY\>                               
  --------------- ------- ------ ------ ------ ------ ------- --------- ------ ----------- -------------- ------ ------ ------ ------ ----------------

  -----------------------------------------------------------------------

  -----------------------------------------------------------------------

Bottom of Form 1

Legend

  ------------ --------------------------------------------------------------------
  \<TBODY\>A   : System generated hours

  M            : The employee Signed-In or Signed-Out and changed the clock time

  T            : Hours generated by a change made by the Timekeeper

  \*           : Supplement exists for the day

  \*\*         : Multiple other leave types used for the day

  \[\]         : A blank indicates a Sign-In and Sign-Out where the hours were
               still system generated because there was no time change made
               \</TBODY\>
  ------------ --------------------------------------------------------------------

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

\_

Field Name Description

Tour Hours Displays the total number of hours you are required to work
for the pay period.

Pay Period Displays the pay period number for the timecard you are
viewing.

Pay Year Display the pay period year for the timecard you are viewing.

SAC Displays your standard accounting code.

Annual Leave Category Displays the annual leave accrual category for the
employee.

Transmit Date Displays the date the timecard you are viewing was
transmitted to the Department of Health and Human Service's payroll
system.

Balances Displays your various leave balances. If you are viewing a
timecard for a previous pay period, the balances are as of the end of
that pay period. These balances reflect all leave used during the pay
period and all supplements entered by your timekeeper or ITAS
coordinator during the pay period.

Date Displays the day and date in the pay period. Next to the date is
one of the above indicators. See Legend above.

Reg Displays the number of regular hours that you worked for the day.

AL Displays the number of annual leave hours that you used for the day.
An "R" preceding the number indicates restored annual leave is used. An
"B" indicates that both annual leave and restored annual leave are used.
An "F" indicates hours under the Family Medical Leave Act. An "M"
indicates multiple uses of annual leave.

SL Displays the number of sick leave hours that you used for the day. An
"F" preceding the number of hours indicates hours under the Family
Medical Leave Act.

CTU Displays the number of compensatory time hours that you used for the
day. An "R" preceding the number indicates religious compensatory time
used. An "B" indicates that both compensatory time and religious
compensatory time are used.

CHU Displays the number of credit hours that you used for the day.

Other Hrs Displays the number of other leave hours that you used for the
day. Other types of leave comprise one or more of: military leave,
holiday, administrative leave, court leave (e.g., jury duty),
continuation of pay, and time off incentive award.

NP Displays the number of non paid leave hours that you used for the
day. An "A" preceding the number indicates absent without leave (AWOL)
is used. An "L" indicates leave without pay (LWOP) is used. An "S"
indicates suspension (SUSP) is used. An "F" indicates hours were used
under the Family Medical Leave Act. An "M" indicates multiple.

Tot Base Displays the number of based hours applied to your tour of for
the day.

N/S Displays the number of night differential or Sunday differential
hours that you worked for the day.

ENV Displays the number of environmental differential or hazard
differential hours that you recorded for the day.

OT Displays the number of overtime hours that you worked for the day.

HP Displays the number of holiday pay hours that you earned for the day.

CTE Displays the number of compensatory time hours that you earned for
the day. An "R" preceding the number indicates religious compensatory
hours earned. An "B" indicates that both compensatory time and religious
compensatory time are earned.

CHE Displays the number of credit hours that you earned for the day.

Supplements Displays the total number of supplement hours for each leave
category applied for the pay period.

Totals Displays the total number of hours for each of the columns that
apply toward your tour of duty.

Paid Base displays the number of hours you will be paid for the pay
period.