Updating Vacation Records on HRIS Prior to April 2019 Pay Close

Date: March 8, 2019
To: Divisional Financial Officers (via the DFO Listserv)

Business Officers (via the AMS Listserv)

From: Erin Jackson, Chief Human Resources Officer, Division of Human Resources & Equity
Cc: Divisional HR Offices
Chief Administrative Officers (via the CAO Listserv)

 

In anticipation of the University’s April 30, 2019 year-end audit, please ensure that vacation records are up to date in HRIS prior to April 2019 pay close.

Managers should be working with their staff to ensure that vacation is tracked timely and accurately in HRIS, and that vacation is being administered in accordance with the relevant policy or collective agreement.

In particular, could you please ensure that:

  • Vacation is accurate in HRIS as soon as possible, and especially before the pay close for April,
  • All planned April vacation is entered in HRIS prior to April pay close.

Vacation Reports

Please make use of these reports to track individuals who may have high balances and flag them for managers for action. These reports can also be used for general planning and tracking purposes.

Vacation Reports with MSS

Individuals with Manager Self-Service (MSS) access can view an individual employee’s (or their entire team’s) vacation entitlement, vacation balance, vacation projection, and absence summary. Information on how to log into MSS and access these reports is available on the HR & Equity website.

Please encourage managers and supervisors in your area to access MSS and review their team’s absence information to ensure it is accurate. Any updates that are required must be made in HRIS and should be entered prior to the April pay close.

Vacation Reports without MSS

For individuals without MSS access, or who need information on their entire Organizational Unit, Department, or Division, the following reports can be accessed in HRIS:

  • The Vacation Entitlement Report Download can be used to view an individual employee’s (or an entire Organizational Units’) vacation entitlement and balance as of the previous completed month.

The Vacation Projection Report can be used to view an estimate of an individual employee’s (or an entire Organizational Unit’s) scheduled vacation time and projected vacation time (by month) at a future point in time.

More information:

If you have any questions regarding the vacation policies for PM and Confidential Staff or the USW-Staff Appointed Collective Agreement, please contact your HR Divisional Office.

For questions regarding HRIS processing, please contact hris.help@utoronto.ca.