[INTEGRATED TIME AND ATTENDANCE SYSTEM (ITAS)]{.underline}

**ITAS**

**COORDINATOR**

**WEB**

**HANDBOOK**

Health and Human Services

Program Support Center

Human Resources Service

Enterprise Applications Division

Enterprise Human Resources Functional Branch

June 2004

Updated 3/27/2006

TABLE OF CONTENTS

Log On/Off
ITAS....................................................................................................3

Add New Employee
.......................................................................................\........\...4

Create Leave
Balance................................................................................................8

Modify an Employee
Profile.......................................................................................10

Modify an Employee
Timecard....................................................................................11

Modify Leave
Balances.............................................................................................13

Submitting Leave
Request..........................................................................................15

Leave Transfer
Program.............................................................................................20

Maintaining
Relationships..........................................................................................23

Maintain
Organizations..............................................................................................25

Reports..................................................................................................................26

[**Logging On to ITAS**:]{.underline}

1.  **Double click on** the **Internet Explorer** or **Netscape** icon
    on your desktop. This will take you to your Home page.

2.  **Enter** the following **URL: /www.psc.gov/hrs/itas/**

3.  This brings you to the **Integrated** **Time and Attendance System
    Home Page**.

4.  Click on **Employee** icon to get your logon screen.

5.  **In the Login ID BOX; Enter** your **ITAS LAN ID**\***. Press** the
    **tab** key -- or click on the password field.

> ![](media/image1.png){width="4.191666666666666in" height="2.04375in"}

6.  **In the Password Box; Enter** your password and **press** the
    **enter** key -- or click the **OK** button.

    -   Once logged on, you will see the main menu. You will have access
        only to those roles to which you have been assigned.

> ![](media/image2.png){width="4.25in" height="1.3819444444444444in"}

-   Go to "**Change Role**", click on **Administrative Officer (ITAS
    Coordinator)**.

**\*ITAS LAN ID is the first Letter of your first name, the second two
Letters of your last name and the last 5 digits of your SSN. i.e. John
Doe SSN:999-27-3364 -- ITAS LAN ID = jdo73364**

**Logging Off ITAS**:

Click on "Home"

On the main menu, **click "Logout".**

Close the internet browser.

**NOTE: Only use navigation buttons in ITAS. Do not use the browser
buttons (such as the back arrow button) to navigate in ITAS.**

**[ADD NEW EMPLOYEE]{.underline}**

Rule: ***Only the ITAS Coordinator can add employee profile and update
leave balances.***

1.  Click on New Emp from the menu on left side of screen.

2.  Enter Social Security Number of new employee.

3.  Click on one of the buttons NEW, MULTIPLE APPT or UNSEPARATE.

-   New -- new employee

-   Multiple Appt -- use to add new appointment for an active employee
    (Expert/Consultant Only)

-   UnSeparate -- reactivate a previously separated employee's record.

4.  Click 'OK'

5.  You will see a confirmation screen....click "OK". You also have the
    option at this time to click on the box if you do not want to see
    the confirmation screen each time you make a change for the rest of
    the session.

6.  This will bring you to Personal Information Screen

![](media/image3.png){width="5.503472222222222in"
height="3.1034722222222224in"}

[Personal Tab]{.underline}

1.  Enter employee's Last Name, First Name and middle initial.

2.  Agency Code defaults to HHS.

3.  Enter SAC Code

4.  Click on down arrow button and select Approving Official

5.  Click on down arrow button and select timekeeper

6.  Enter employee's email address (Maximum length of email address is
    21 characters)

7.  Enter password "newuser" tab and retype password.

8.  Click on FLSA button.

9.  Click on the "OK" button to accept information.

10. You will see a confirmation screen....click "OK".

![](media/image4.png){width="5.620833333333334in"
height="2.751388888888889in"}

[Payroll Tab]{.underline}

1.  Click on Payroll Tab

2.  Enter employees enter on duty date

3.  Enter Service computation date

4.  Status defaults to "Active".

5.  Click on Common Acct No. (CAN) default "11111111" change to
    6E111111.

6.  Approving Official and Timekeeper default from previous entered
    information.

7.  Click on down arrow and select Pay Basis

8.  Click on down arrow and select type of employee

9.  Click on down arrow and select Pay Plan

10. Click on down arrow and select type of appointment.

11. Military Status defaults to "None" to change click on down arrow and
    select appropriate status.

12. Click on down arrow and select "EOD" Remark.

13. Click on 'OK'

14. Click 'OK' on Confirmation Screen

![](media/image5.png){width="6.122222222222222in"
height="3.1277777777777778in"}

15. Click on Create Leave Balance button.

16. Should receive message leave balance have been created. Once leave
    balance is created button disappears.

![](media/image6.png){width="5.940972222222222in"
height="2.3673611111111112in"}

[Tour of Duty Tab]{.underline}

1.  Click on Tour of Duty Tab

2.  Click on down arrow box next to tour type and select tour.

3.  Press the "GO" button ITAS will default information associated with
    tour type.

4.  Remember that ONLY Flexible work schedule can "Earn Credit Hours"

5.  Term Type equals Full Time, Part Time or Intermittent.

6.  Tour Hours is employees bi-weekly total hours i.e. 80

7.  Last tour of duty change indicates the last pay period in which
    change was made.

8.  Next tour of duty changes is effective date of tour change defaults
    current pay period.

9.  Change in future tour of duty will only contain information if tour
    of duty effective date is different from current pay period.

10. Special Pay Rate click on down arrow and select the appropriate
    information.

11. Shift defaults according to tour type.

12. Sick leave click on appropriate button.

13. Annual leave click on appropriate leave category button.

> ***Remember in order for ITAS to update leave accrual each pay period
> these buttons must be set to appropriate leave category**.*

14. Defaults to Required Lunch Break.

15. Check Distribution of Biweekly Basic Work Requirements to assure
    employee's start and end times and tour hours are correct. This is
    what is used to populate the employee timecard. (**Not** necessary
    for ***Flexible Work Schedule).***

> ![](media/image7.png){width="5.940972222222222in"
> height="2.7597222222222224in"}
>
> ![](media/image8.png){width="5.877083333333333in"
> height="2.6958333333333333in"}

16. Click 'OK' to accept information.

17. Click 'OK' on Confirmation Screen

18. Click on Create Timecard -- employee will not have timecard until
    you click on this button. Once timecard is created button
    disappears.

[Options Tab]{.underline}

> Rule: Use to identify employees who are Timekeepers, Approving
> Officials or ITAS Coordinators (Administrative Officers) in ITAS. IF
> EMPLOYEE DOES NOT FALL INTO ONE OF THESE CATEGORIES THEN LEAVE BLANK.

1.  Click on Options Tab.

2.  Timekeeper requires a 5 digit timekeeper number.

3.  Click 'OK' to accepted information OR

4.  Click Dashboard to Exit

![](media/image9.png){width="4.810416666666667in"
height="2.2395833333333335in"}

[Create Leave Balances]{.underline}

1.  Click on Leave Balance

2.  Click on Annual box on far right hand side enter 240 limitations for
    annual leave.

![](media/image10.png){width="5.300694444444445in"
height="2.5277777777777777in"}

3.  Click on "+" for more options

![](media/image11.png){width="5.1305555555555555in"
height="2.959722222222222in"}

4.  Click on Begin Balance box and enter annual leave employee will earn
    up until end of leave year.

5.  Click on Project Annual Leave box and enter same number of hours as
    entered in begin balance box.

6.  Click on Comment box and enter remark. You must enter remark or ITAS
    will not let you continue.

7.  Click 'OK' to accept information.

8.  Click 'OK' on Confirmation Screen

9.  Click on Timecard and verify leave information at top of timecard.

![](media/image12.png){width="6.25in" height="3.7194444444444446in"}

Note: To calculate projected annual leave, determine the number of hours
of annual leave the employee will be earning each pay period ( 4, 6 or 8
hours) and multiply by the number of pay periods remaining in the leave
year, including the current pay period.

**[MODIFY AN EMPLOYEE PROFILE]{.underline}**

RULE: ***The ITAS Coordinator and the Timekeeper can modify employee's
profile.***

**Modify Profile:** To update information for existing employees.

1.  From the **Dashboard** to modify employee information, click on
    employee's SSN or one of the following: To quickly locate an
    employee name, use Ctrl+F keys and type in the employee's name in
    the text box. Hit enter (or find next) and the employee's name will
    be highlighted.

-   PERSONAL -- **Employee Name**

-   PAYROLL -- **Admin Code**

-   TOUR OF DUTY -- **Hours**

-   Access (Options) -- **Emp**

> **Note**: Clicking on the **TAB (i.e. Personal, etc)** at the top of
> the Dashboard will only change the order of employees name from
> descending to ascending order in alphabetical order.

2.  To select employee, **click** on the **SSN** or **employee name**.

3.  You will see first tab **"Personal**".

4.  When updating information use drop down menus and change/pick a new
    selection. With select button's select or de-select. With text boxes
    delete old information and insert new information.

5.  **Click** on the **OK** button to accept changes.

6.  You will see a **confirmation screen**.... **click** "**OK**". You
    also have the option at this time to click on the **box** if you do
    not want to see the confirmation screen each time you make a change
    for the rest of the session.

7.  Once you are in the employee profile you can **click** on the tabs
    at top of the page to move from one screen to another

## MODIFY EMPLOYEE TIMECARD

***RULE: The ITAS Coordinator and the Timekeeper can modify employee
timecard.***

**Modify Current Timecard Only:** ITAS automatically generates a
timecard every pay period, so you only need to process exceptions.
Remember, leave is posted automatically by ITAS when the Approving
Official has approved a request for leave. You can process timecard
change for the current pay period directly to the timecard or process
changes for prior pay period via the Supplement procedures.

1.  From the **Dashboard** to modify information.

2.  To select an employee, **click** on the **box** next to SSN and
    employee name and then scroll over to Timecard **Tab** and **click**
    on "unapproved". **OR you** can **click** on employee's name, which
    will take you to the "**Personal**" screen of the profile. Then
    **click** on "**Timecard".**

3.  You will see a timecard for the employee, that displays their tour
    hours and any extra work hours or leave already recorded.

4.  To modify hours, select **a day and click** on Leave or Hours Types.
    Click the "**+**" to show more Leave or Hours Types.

-   To add additional hours worked to timecard click on day and type in
    number of hours.

-   **Click** on "**OK"** button to save and you will be directed to
    start/stop time's screen. *Not required for Flexible work schedule
    employees*.

-   **Enter** start and end **time** for hours worked on day highlighted
    in **red**. Use military or AM/PM times.

-   If needed, **click** the "**More**" button for extra start/stop
    lines.

-   **Click** on **"OK"** button to save your changes and you will be
    directed to the confirmation screen to complete the process.
    **Click** on the **Ok** button on confirmation screen.

5.  To **delete** hours worked from an employee timecard, **identify**
    the hour type row you wish to delete. **Click** on day by
    highlighting hour(s) and delete**. Remember** you must also
    **delete** the start/stop time.

6.  **Click** on **"OK"** button to save your changes and you will be
    directed to the confirmation screen to complete the process.

7.  **Click** on the **OK** button on confirmation screen.

> ![](media/image13.png){width="5.25in" height="3.71875in"}
>
> ![](media/image14.png){width="5.25in" height="2.5in"}
>
> ![](media/image15.png){width="5.25in" height="2.75in"}

**MODIFY LEAVE BALANCES**

Rule: ***Only the ITAS Coordinator can modify an employee's leave
balances.***

*Leave Balances - An adjustment to the employee's leave balance is made
when an employee transfers to HHS from another agency, base on Earning
and Leave Statement adjustment, restored leave, etc. New hire employees
without prior service ITAS will automatically update balance at end of
pay period.*

***Reminder:** Annual and Sick leave accrual updates at end of pay
period during the pay period close process.*

**Update Balances**

1.  From the **Dashboard** to modify information.

2.  *Click on employee "U/L"\* balance" under the Leave Balances tab.*

3.  Click on the box you wish to update.

4.  Click on the "+" for More options.

5.  Click on box you want to add or change leave balance.

6.  Enter leave information into appropriate box.

7.  You can only update information with a box. All others are updated
    by information posted to the timecard. ITAS will default any leave
    restriction associated with certain leave categories. (i.e. FLMA,
    etc.)

8.  Continuation of Pay (COP) -- Click on arrow in "Injury" box and
    select reason. Employee can have more then one COP and you must
    enter each instance in ITAS.

9.  Tab and enter effective date.

10. Click in "Leave Comment" box and enter appropriate information.

11. Click 'OK'

12. ITAS will default COP 45 days

**New Employees**

1.  Click on Leave Balance

2.  Click on Annual box on far right hand side enter 240 limitations for
    annual leave.

3.  Click on "+" for more options

4.  Click on Begin Balance box and enter annual leave employee will earn
    up until end of leave year.

5.  Click on Project Annual Leave box and enter same number of hours as
    entered in begin balance box.

6.  Click on Comment box and enter remark.

7.  Click 'OK' to accept information.

8.  Click 'OK' on Confirmation Screen

> **NOTE: If employee is transferring from another government agency or
> from within HHS who are not in ITAS you will need a copy of their
> latest Earning and Leave statement to update annual and sick leave
> balances.**
>
> \*U/L stands for use or loose. A "U/L 0.00" in the Leave Balance
> column indicates that employee has no use or loose leave balance.

![](media/image16.png){width="6.50625in"
height="2.479861111111111in"}![](media/image17.png){width="6.495833333333334in"
height="2.3756944444444446in"}
![](media/image18.png){width="6.495833333333334in" height="3.0in"}

### *[SUBMITTING LEAVE REQUEST FOR ASSIGNED EMPLOYEES]{.underline}*

Rule: **The ITAS Coordinator and the Timekeeper can process leave
request for employees.**

**Process Leave Requests:** A request to use leave can be made for a
past, current, or future pay periods. Requests can be made for a full
day, a partial day, and for multiple days, and multiple types of leave
may be requested for the same day.

**Delete Leave Requests:** If it is for a future date, approved or
unapproved, it may be removed by the ITAS Coordinator, Timekeeper, or
Employee.

> If the approved leave is in the current pay period, but the date has
> passed, *only*
>
> Timekeeper or ITAS Coordinator may remove the leave. If the pay period
> has
>
> passed, the Timekeeper or the ITAS Coordinator must remove the leave
> via a
>
> supplement (amendment).

**Important:** If you are recording leave used under the Family Medical
Leave Act or Family Friendly Leave Act, be sure to **click** on the
**"+"**for more leave types and then click on FMLA or Family Friendly
Leave **box** then **type in hours** and remark from drop arrow when
processing FMLA leave request. All leave requests must be saved and the
employee's Approving Official must approve all requests before it can be
applied to the timecard.

1.  From the **Dashboard** to request leave.

2.  To select an employee, **click** on the **box** next to SSN and
    employee name and then scroll over to Leave Request **Tab** and
    **click** on Request. **OR** you can **click** on employee's name,
    which will take you to the "**Personal**" screen of the profile.
    Then **click** on **"Leave Request**" tab.

3.  **To request leave**

**INSTRUCTIONS:**

-   **To create a full day request:**

```{=html}
<!-- -->
```
-   **Click** on Leave Request

```{=html}
<!-- -->
```
-   Fill in the Start Date and End Date.

-   **Select** a Leave Type and type in hours. If the desired type is
    not shown or you want multiple types, click on '+' More Types. More
    Types denotes all leave types includes FFL, FMLA, and LWOP that is
    appropriate for that employee.

-   **Click** the **OK** button.

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

```{=html}
<!-- -->
```
-   **Click** on Leave Request

-   Fill in the Start Date and End Date.

```{=html}
<!-- -->
```
-   Fill in the Start Time of your leave.

-   Fill in either the End Time or \# Hours; the other will be populated
    for you when you press the "GO" key.

-   **Select** a Leave Type. If your desired type is not shown, click on
    '+' More Types to be directed to the other types of leave.

-   **Click** the **OK** button.

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

```{=html}
<!-- -->
```
-   **Click** on Leave Request

-   Fill in the Start Date and End Date.

```{=html}
<!-- -->
```
-   Fill in the Start Time of your leave if partial day.

```{=html}
<!-- -->
```
-   Fill in either the End Time or \# Hours; the other will be populated
    for you when you press the "GO" key if partial day.

-   **Click** on '+' More

-   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 **type of absence and enter number of hours** of the
    type of leave you are requesting for the **remaining hours**.

-   Continue until all hours are accounted for.

-   Click on the **OK** button.

```{=html}
<!-- -->
```
-   **To Request COP Leave**

-   Click on Leave Request

-   Fill in Start Date and End Date.

-   Click on '+' More

-   ITAS will open window in which you will click on the COP and enter
    the total number of **DAYS** not hours in the box**.** .

-   Click on the OK button.

-   **To Request Partial Day COP Leave**

-   Click on Request Leave

-   Fill in the Start Date and End Date.

-   Fill in the Start Time and End Time

-   Click on "GO" ITAS will default hours

-   **Click** on '+' More

-   Click on the **COP** and **type in "1"** equals a day of COP. **DO
    NOT TYPE IN HOURS.**

-   Click on the **OK** button.

-   **Once it is approved ITAS will post timecard with both types of
    leave in the hours requested but will subtract one full day of COP
    from COP balance.**

-   **Separate** COP leave request must be done for each pay period
    involved. Cannot cross over pay periods.

> ITAS automatically sends an email notification to the Approving
> Official of the pending leave request. Leave Request will appear in
> the Approving Official's Pending Leave Request window. If the
> Approving Official then approves the leave the leave will be added to
> the employee's timecard and email notification is sent to employee.

![](media/image19.png){width="5.34375in" height="3.2875in"}

> COP Leave - Partial

![](media/image20.png){width="5.375694444444444in"
height="4.503472222222222in"}

![](media/image21.png){width="5.9944444444444445in"
height="3.1194444444444445in"}![](media/image22.png){width="5.9944444444444445in"
height="3.1277777777777778in"}![](media/image23.png){width="5.9944444444444445in"
height="2.8715277777777777in"}

4.  **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.

-   **Click** on Leave Request

-   **Scroll** down to "Existing request".

-   To select a leave request for deletion, **check** the **box** in
    **Delete** column

-   **Click** 'OK'

> ITAS automatically send an email notification to the Approving
> Official that the leave has been deleted.
>
> ![](media/image24.png){width="4.746527777777778in"
> height="3.071527777777778in"}

**LEAVE TRANSFER PROGRAMS (LTP)**

> **Rule: ITAS Coordinator and Timekeeper can maintain the LTP.**
>
> **Leave Transfer Program** -- covers employees participating in
> Voluntary Leave Transfer Program (VLTP) and HHS Emergency Leave
> Transfer Program (ELTP). Currently the ELTP program is not accepting
> any more leave donations.
>
> **LTP -- Donations**
>
> 1\. From the **Dashboard** to LTP
>
> 2\. Select "Employee"
>
> 3\. Scroll across until you see LTP Donations
>
> 4\. Click on "Donate"
>
> 5\. Top portion of screen shows number of annual leave hours available
> for donation and the number of restored annual leave hours available.
>
> 6\. Click on arrow in "Name Reason Org" box to select employee name
> you wish to donate leave to.
>
> 7\. Click on arrow in "Hour Type" box and select hour type.
>
> 8\. Tab to "Hours" box and enter number of hours.
>
> 9\. Tab to "Date" box ITAS defaults to current date. Accept or change.
>
> 10\. Click "OK"
>
> ![](media/image25.png){width="4.831944444444445in"
> height="2.0555555555555554in"}

**LTP -- Accounts**

> 1\. From the **Dashboard** to LTP.
>
> 2\. Select "Employee"
>
> 3\. Scroll across until you see LTP Accounts
>
> 4\. Click on "New"
>
> 5\. Bottom half of screen label "Accounts" is where you will enter
> information on the employee that has been approved to participate in
> VLTP.
>
> 6\. Click on the arrow in "Reason" box and select reason.
>
> 7\. Click on the arrow in "Emergency type" and select emergency type.
>
> 8\. Tab to Begin Date and enter date of emergency.
>
> 9\. End Date -- enter date employee returns to duty full time. ***DO
> NOT** complete until employee has return to duty full time.*
>
> 9\. Click "OK"

**Leave Transfer Program (LTP)**

> ***Donor or Recipient from outside the Department*** -- you must
> establish a profile in ITAS for this type of employee under "New Emp"
> from main menu.

1.  Click on New Emp

2.  Key in SSN

3.  Key in donor/recipient name

4.  Tab to Agency code

5.  Click on down arrow key and select agency.

6.  Tab to Leave Approving Official select "Approving Official"

7.  Tab to Timekeeper select "Timekeeper"

8.  Click "OK"

9.  Click "OK on the Confirmation Screen

10. Click on Payroll Tab you should see message "No Payroll Information
    exists, Employee is an LTP donor/recipient only."

![](media/image26.png){width="5.375694444444444in"
height="2.551388888888889in"}

To donate leave:

11. Click on LTP tab.

12. Under Donations **click** on the down arrow key.

13. Select employee name/reason/org for which donation is for.

14. Tab to Hour Type -- **Click** on down arrow box.

15. Select type of leave.

16. Tab to hours

17. Type in hours to be donated.

18. Click "OK".

![](media/image27.png){width="5.9944444444444445in"
height="3.3118055555555554in"}

To set up recipient's account:

19. Click on LTP tab.

20. Under Accounts - **Click** on the down arrow key.

21. Select reason

22. Tab to Emergency Type -- **Click** on down arrow box.

23. Select type of emergency.

24. Tab to begin date

25. Type in begin date.

26. Leave end date blank.

27. Click "OK".

> ![](media/image28.png){width="6.004861111111111in" height="3.0in"}

**MAINTAIN RELATIONSHIPS**

***Rule: Only the ITAS Coordinator can maintain relationships.***

> **Relationships to Employee -** During an individual's employment, it
> may be necessary to reassign their Approving Official or Timekeeper.
> You may need to reassign all the employees to an Approving Official or
> Timekeeper or simply change one employee's designation. To reassign
> **all** employees you will use the "Relationships" tab in ITAS. For
> **one** employee you can process the change under the "Personal" tab
> or "Relationship" tab from the Dashboard.

Approving Official (Supervisor) to Employee

> 1\. From the **Dashboard** to Relationships

2\. Click on Approving Official Name and scroll over to "Relationships"
tab.

3\. Click on "Maintain"

4\. ITAS screen should show access level "LAO/EMP"

5\. Box equals "Supervisor to Employee"

> 6\. Click on "GO"
>
> 7\. Employees assigned to Approving Official will show at top of list
> with Check in box beside their name.

8.  To add an employee -- Click on box beside their name.

9.  Click "OK'

10. Employees will now show up at top of screen with other employees.

11. To delete an assigned employee from approving official.... Click on
    box to remove check.

![](media/image29.png){width="5.0875in" height="1.9034722222222222in"}

Approving Official to Alternate Approving Official

1.  Click on Approving Official Name and scroll over to "Relationships"
    tab.

2.  Click on "Maintain"

3.  ITAS screen should show access level "LAO/EMP

4.  Box equals "Supervisor to Employee

5.  Click on arrow and change to "Supervisor to Alt. Supervisor"

6.  Click on "GO"

7.  Alternates assigned to Approving Official will show at top of list
    with Check in box beside their

name.

8.  To add an alternate -- Click on box beside their name.

9.  Click "OK'

10. Alternate will now show up at top of screen with other employees.

11. To delete an assigned alternate from approving official.... Click on
    box to remove check mark.

**MAINTAIN RELATIONSHIPS - Timekeeper**

> Timekeeper to Employee

1.  From the Dashboard to Relationships

2.  Click on Timekeeper Name and scroll over to "Relationships" Tab

3.  Click on "Maintain"

4.  ITAS screen should show access level "TK/EMP"

5.  Box equals "Timekeeper to Employee

6.  Click on "GO"

7.  Employees assigned to Timekeeper will show at top of list with Check
    in box beside their

name.

8.  To add an employee -- Click on box beside their name.

9.  Click "OK'

10. Employees will now show up at top of screen with other employees.

11. Delete an assigned employee from Timekeeper.... Click on box to
    remove check

![](media/image30.png){width="4.746527777777778in"
height="2.479861111111111in"}

Timekeeper to Alternate Timekeeper

1\. Click on Timekeeper's Name and scroll over to "Relationships" tab.

2\. Click on "Maintain"

3\. ITAS screen should show access level "TK/EMP"

4\. Box equals "Timekeeper to Employee"

5\. Click on arrow and change to "Timekeeper to Alt. Timekeeper"

6\. Click on "GO"

7\. Alternates assigned to Timekeeper will show at top of list with
Check in box beside their

> name.

8\. To add an alternate -- Click on box beside their name.

9.  Click "OK'

> 10\. Alternate will now show up at top of screen with other employees.

12. To ***delete*** an assigned alternate from timekeeper.... Click on
    box to remove check.

**Modify/Add ORGANIZATION Information**

> **Rule: *Only the ITAS Coordinator can modify or add new
> Organization.***
>
> Organization -- Fields on the Organization window contains a short
> description, code and abbreviation for each organization.
>
> **Modify Organization**:
>
> 1\. Click on "Organizations".
>
> 2\. Click on Arrow to select organization.
>
> 3\. Click on "GO" to retrieve information.
>
> 4\. Click on box to modify appropriate data in the fields as
> necessary.
>
> 5\. Click "OK"

![](media/image31.png){width="4.116666666666666in"
height="2.0555555555555554in"}

**Add new Organization:**

1\. Click on "Organizations"

2\. Click on "NEW" button at bottom of screen.

3\. Click on "Code" box and type in new organization code.

4\. Tab to "Abbr" box and type in organization abbreviation.

5\. Tab to Description box and type in short description.

> 6\. Tab to Common Account Number and type in number beginning with
> letter and last seven
>
> numbers. ITAS defaults the first digit to number for fiscal year. (ex:
> J1111111)
>
> 7\. ITAS defaults "Lunch Duration" equal 0.50
>
> 8\. Tab to "Allow Mass approval of Timecards" and check the box.
>
> 9\. Tab to "Allow Global posting of Leave" and check the box.
>
> 10\. Click "OK" to complete the process.

![](media/image32.png){width="4.223611111111111in" height="1.4875in"}

**NOTE:** *As the ITAS Coordinator, you will not be able to view the new
organization information or add employees to this organization until the
HRS, HELPDESK grants you access to the organization code. Please call
HRS, HELPDESK at 301-504-3000 or email them at HHelpdesk@psc.gov.*

**[REPORTS]{.underline}**

> **Rule: The ITAS Coordinator and Timekeeper can prepare reports.**
>
> You may view and/or print any of the reports below:

-   **Alt Supervisor to Supervisor Relationship --** Shows Supervisors
    assigned as Alternate to other Supervisors.

-   **Alt Timekeeper to Timekeeper Relationship --** Shows Timekeepers
    assigned as Alternate to other Timekeepers.

```{=html}
<!-- -->
```
-   **Approved Leave Report** -- Contains a list of all leave request by
    employees that have been approved by the Approving Official that are
    within you specified parameters.

-   **ALTR** -- Administrative Leave and Time Record -- Contains online
    copy of the HHS 564 Administrative Leave and Time Record. Do **not**
    use "**all employees**" when setting your parameters. See **special
    instructions** for **printing** ALTR report on page 31.

-   **Balance Adjustment Report** -- Contains a list of all employees
    who's leave balance have been adjusted manually.

-   **FFLA** **Activity Report** -- Contains a list of all employees
    that used leave under the Family Friendly Leave Act.

-   **FMLA Activity Report** -- Contains a list of employees that used
    leave under the Family Medical Leave Act.

-   **Leave Request Report** -- Displays a list of all leave requests
    processed for selected pay period.

-   **Payslip Differences Report** -- Currently not available

-   **Payslip Mini Report** -- Currently not available

-   **Payslip Regular Report** - Currently not available.

-   **Printable Timecard** -- Displays timecard for selected employees
    within you parameters. You will need to do some setup procedures to
    have timecard print on one page. From tool bar click on View and
    select Text size -- set to Smallest. Then go to File and Page Setup
    set left and right margins to .20 (2/10 inch) and Orientation to
    Portrait.

-   **Sign-in/Sign-Out Report** -- Contains a list of all employees and
    their sign-in and/or sign-out times for the parameters you enter.
    **Not Applicable for most of HHS**.

-   **Supervisory to Alt Supervisor Relationship -** Displays list of
    all employees and relationships between Approving Official/Alternate
    Approving official.

-   **Supervisory to Employees Relationship -** Displays list of all
    employees and relationships between Approving Official/employee.

-   **Timecard Error Report** -- Displays a list of employees with
    discrepancies between their required tour of duty and the total
    number of hours on their timecard for current pay period.

-   **Timekeeper to Alt Timekeeper Relationship** -- Displays list of
    all employees and relationships between timekeeper and Alternate
    timekeeper.

-   **Timekeeper to Employee Relationship** - Displays list of all
    employees and relationships between timekeeper/employee.

-   **Unapproved Timecard Report** -- Displays a list of employees who
    timecards have not been approved.

-   **VLTP Recipient Report** -- List of all employees that used,
    donated, or received VLTP within the parameters you set.

> ***To view or print available on-line reports:***

1.  **Click** on **Reports** from menu bar.

2.  **Click** on the **drop** drown arrow box and **select** your report
    type.

3.  **Select** your **parameters**.

4.  **Click** on **OK** button.

5.  To print **click** on the printer **icon** on your toolbar except
    for ATLR report.

**[ALTR PRINT INSTURCTIONS]{.underline}**

> To print the ATLR, you need to **access ITAS by using** Internet
> Explorer **6.0** and your **printer** must handle **LEGAL** size
> paper.

To print:

-   Display the ATLR Report to print

```{=html}
<!-- -->
```
-   Click File / Page Setup on the top menu bar to open the Page Setup
    dialog box

-   Note existing settings before proceeding

-   Change the Paper Size to Legal

-   This will vary depending on your default, but there should be some
    variation of Legal available

-   Clear the Headers and Footers fields

-   Click the Landscape radio button

-   Clear all the Margin Size boxes

-   The minimum values based on your printer will be filled in. The left
    and right margins can be no larger than .20 (2/10) inches

-   Click OK to save and close the dialog box

```{=html}
<!-- -->
```
-   Click Print from the Print Preview window or File

-   Check the printer and manually feed the legal size paper if called
    for

-   Click on 'on-line' button on your printer

-   ATLR should start to print

> Remember that all printers are not a like. You will need to check
> various things like default margin settings, fonts, etc. Please check
> with your IT person for help with your printer.
>
> ![](media/image33.png){width="4.7034722222222225in"
> height="3.439583333333333in"}
>
> ![](media/image34.png){width="4.7034722222222225in"
> height="3.951388888888889in"}