Do I need to do anything if I didn't use any leave time?
YES! You need to log in each month and indicate if you did or did not use any leave time. If you did use leave time then you need to enter the day, hours and leave plan you used.
What if my supervisor is unavailable to review my submission?
Each administrative staff member is assigned an alternate supervisor who can review and approve your leave time.
What if I entered hours wrong?
If the deadline has not passed then you can correct hours in error yourself. After the deadline has passed, you will need to contact the Payroll Office for assistance.
I entered leave time but my leave plan balance did not change.
The leave plan balances shown in OnTrack will not change until Payroll processes the leave time. This is usually done between the 11th and 20th of the month for the previous month.
What are the deadlines for entering and submitting leave time?
The administrative staff member has until 11 pm on the 7th of the month to enter and submit leave time for the previous month. The supervisor has until 11 pm on the 10th of the month to approve or reject leave time submissions for the previous month.
What type of email notifications will I receive?
Administrative staff may receive the following emails:
- Reminder to enter time - if you have not entered and submitted for supervisor approval within the first few days of the month then you will receive an email reminder
- Leave time has been submitted - you will receive an email when you submit your leave time for supervisor approval
- Leave time has been rejected - you will receive an email if your supervisor rejects your submission
Supervisors may receive the following emails:
- Reminder to approve time - if you have not approved the leave forms for all your administrative staff members within the first few days of the month then you will receive an email reminder
- Leave time has been submitted - you will receive an email when an administrative staff member submits their leave time for your approval
- Leave time has been re-opened - you will receive an email if an administrative staff member re-opens a previously submitted form
- Confirmation - you may elect to receive an email confirmation that includes a summary of all administrative staff, the leave time they submitted, signature information and approval information
Administrative staff will not receive an email when their supervisor approves their submission. If you have a question about your leave time submission then you can log into OnTrack, click on the month in question and see the status of your leave form.
I have FMLA (Family Medical Leave Act) time. What should I do?
If entering hours related to a Family Medical Leave plan, please use either vacation or sick time. If you have Maternity Leave, please call the Payroll office for help.