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Human ResourcesIntegrated Time and Attendance SystemQuestions & Answers
1. Adding a Commissioned Corps Officer as LAO Q: I am an Administrative Officer and have a Commissioned Corps Officer who serves as a Leave Approving Official. Since he/she is not in ITAS, what do I do? A: You will need to create a new employee in ITAS. Choose Maintain Employee Profiles & click on Add. After typing the Officer's name, you must insert the his/her ACTUAL Social Security Number. On the first screen (General Information), complete the required fields. Next, complete the Service Information screen, but for both Type of Employee and Pay Basis, choose "None". Under Pay Plan Information, choose "General Schedule" for both Type and Pay Plan. Continue to the Tour of Duty Information screen; for Tour Type, choose "None." On the last screen, ITAS Security, check the box next to Approving Official, and put in the generic password, "change." Click on the Add button, and you have put your Commissioned Corps Officer in ITAS as an LAO. Q: I heard that ITAS is now e mail enabled. However, I am not receiving any e mail when my supervisor approves my leave, what is wrong? A: Yes, ITAS is e mail enabled. ITAS notifies your supervisor
when you request leave, and sends you notification back once your supervisor
approves or denies your leave. ITAS has been loaded with your E mail forwarding
address. If this address is not correct in ITAS, or is blank, you will
not be notified. Q: I have a PC that I just can't seem to get the ITAS software installed on and working correctly. Is there anything I can do to provide this employee access to ITAS? (NOTE: This solution is also good for employees in remote locations where desktop support is not available). A: Yes! HRS is supporting ITAS on a terminal server platform.
Terminal Server allows you to run ITAS on our computers, and using some
small software modules loaded on your PC, you control the screen and keyboard
input to these versions of ITAS, so it appears as if you have the software
installed locally. Access to the Production version of ITAS through terminal server can be found at: 4. 403.4 Forbidden: SSL required Q: I am trying to access the ITAS web site, and get the following
error(s) A: ITAS has had Secure Sockets Layer enabled, you must now use:https://, instead ofhttp://Note the S is added for secure access. return to top Q: How do I handle the transfer of employees from one OPDIV to another? A:
Q: One of my employees began working an AWS tour this pay period. I changed her profile this pay period to reflect the new tour, but the profile went back to the old tour and her timecard did not change. How do I get the right tour for my employee in ITAS? A: Legally a new tour must be established the pay period before the new tour begins. Once you establish the new tour in the employee's profile, a new button titled "New Tour" appears at the bottom of the profile screen. When you click on this button, it will bring up a screen that will show the new tour and the effective date for the new tour. When the next pay period profile and timecard are created, they will reflect the new tour you have established for the employee. return to top A: The first thing to suspect is capitalization. ITAS passwords
are case sensitive so that, for instance, "secret" and "Secret"
are not the same to ITAS. Sometimes people have the Caps Lock key turned
on without realizing it. After all, you can't tell the difference by what
appears on the ITAS logon screen because everything you type in the password
field appears as *'s for security reasons. Q: It is really nice being able to see my sick and annual leave balances in ITAS whenever I like. But the numbers in ITAS do not match the numbers on my payslip. What's up with that? A: ITAS and your payslip are supposed to show different balances.
To understand why, think about the difference between a checkbook register
and a bank statement. You keep a running record in your checkbook register
so that you can tell how much money you really have at any given moment.
But the balance in your checkbook rarely matches your monthly bank statement.
That's because the statement only includes transactions that have cleared
the bank. Your checkbook includes additional transactions such as checks
that have not yet cleared or were written after the statement was generated. 9. Employee Leaving DHHS A: When an employee ends their employment at DHHS, the Timekeeper or ITAS Coordinator needs to let ITAS know about the change in status so the system can close out the employee's time and attendance account properly. Here are the steps to follow: Enter Separation Date. As soon as you know when the employee will be leaving DHHS, enter this date into the Separation Date field in the employee's ITAS profile. To find the Separation Date field, use the Maintain Employee Profile function and look under the General Information tab. Make sure you enter the date correctly. ITAS will prevent any work or leave hours from being reported after the date you enter. If you make the date too early for instance, the employee would not receive pay and leave they were entitled to. Update Relationships. If the employee is a Timekeeper or Leave Approving Official for a group of employees, you will need to reassign these employees to a new TK or LAO. Use the Maintain Relationships function to make these new assignments. You can perform this step anytime, but be sure to do it before changing the employee's status to Terminated, as described below. Otherwise, the employees in the group will become "orphans" (no LAO or TK) and this will prevent them from being paid until the situation is corrected. 10. Can't Update Leave Balances Q: My organization is just coming up on ITAS and I am one of the administrative officers responsible for updating employee profile information after the initial data load. In one case, I updated a profile, but I unchecked the Create Timecard Update Balances check-boxes in order to bypass that step. I thought this would allow me to come back later when I had leave balance information and update the balances at that time. But later on when I went to update the employee's leave balances, it wouldn't work. I could call up the Review/Update Leave Balances screen for the employee, but the Okay button was greyed out and inactive so I couldn't save anything. What did I do wrong and what do I do now? A: You didn't do anything wrong, you just encountered a bug
in the ITAS software that is not yet fixed. Fortunately, you can work
around this yourself. Just call up the employee's profile again, check
the Create Timecard check-box and click the Modify button. Now you will
be able to call up the employee's Review/Update Leave Balances screen
and enter or modify balances. Q: How do I change a leave request to either decrease the amount of leave or increase it after my supervisor has approved it? A: To decrease the amount of leave on a current timecard, see your Administrative Officer (AO), who will delete it for you. You must then submit another leave request with the correct number of hours. To increase a leave request for the current pay period, simply submit another leave request for the additional hours. If the leave is for a prior pay period, simply submit a new leave request with the correct hours. ITAS will supplement your current timecard with the additional information for the prior pay period to make the adjustment. Q:What do I do if I fail to sign in at the beginning of my tour because I either forgot or had to be at a meeting in another building at the time my tour started. A: ITAS allows you to type over the time shown in the sign in or the sign out screen. However, if you do change the time, you will be prompted for an explanation. Keep your explanation simple, but do provide enough information for your supervisor to review, if necessary. return to top Q: ITAS requires me to set my computer to a resolution of 800 x 600 pixels. I have other programs that work better at different screen resolutions. When are you going to fix ITAS so that it does not require settings that are incompatible with my other programs? A: The present version of ITAS relies on software libraries
that are not very flexible in this regard. At this time, one work around
is to use a utility that makes switching back and forth between various
screen resolutions a push button operation. When you need to use ITAS,
you switch to the settings it requires. When you need to use a program
with other requirements, you switch to those settings. 14. Projected Annual Leave A: Fill in the Begin Balance field with the amount of annual
leave the employee would earn over the course of a one year period. Depending
on whether the employee is in the 4, 6 or 8 hour leave category, this
will be 104, 160 or 208 respectively. In the example illustrated, the
employee was in the 8 hour category, so the Begin Balance was entered
as 208 hours. Fill in the To Be Earned field with the amount of leave
the employee will earn between now and the end of the leave year. To compute
this amount start with the Begin Balance that you just filled in and then
subtract the amount of leave the employee has earned this year to date.
The remainder is what you enter in the To Be Earned field. In the example
illustrated the employee has earned 192 hours year to date, so the calculation
for the To Be Earned field is: Q: How are employee leave balances initially set in ITAS? A: Leave balances for an employee are initially entered into
ITAS via the Update Leave Balances function available to administrative
officers. Generally, initial leave balance information is taken from the
employee's prior pay period Earnings and Leave Statement. For example,
if ITAS parallel operation was to commence in pay period #21, leave information
from the Earnings and Leave statements for pay period #20 would be used
to initialize ITAS leave balances.
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