Human Resources

Supervisor guide

In the Online Work/Leave System (OWLS), supervisors have read-only access. The role of the supervisor is to review and ensure the accuracy of employee leave records in the unit. As a supervisor, you will receive Post Entry Review Messages (PERMS) each time the timekeeper submits monthly entries.

Any errors, discrepancies, or questions about an employee’s OWLS record should be directed to your unit’s timekeeper.

To access OWLS, you will be required to log in with your UW NetID and password.

OWLS is intended for use by authorized employees only, and authorization for use is solely at the discretion of department management. In order to protect the privacy and integrity of the records in OWLS, you must log out or password-protect your computer screen whenever leaving your desk.

To review your employee work list, log in to OWLS as follows:

1. Navigate to the OWLS home page and click on the “OWLS Log in” button.

2. Click on the "Log in as Supervisor" button.

3. On the UW NetID log in page, type in your UW NetID and password. 4. Click the "log in" button.

5. The OWLS disclaimer regarding appropriate use of the system will appear. Once you read and understand it, click the “I agree” button to enter OWLS. The list of employees to whom you are assigned as supervisor will appear. NOTE: Do not bookmark this page; doing so will cause future log in errors.

6. Click on an employee's name to display the employee's current leave balances.

To learn about the additional pages you can view in an employee’s record, please visit the Viewing an Employee record section on this page.

Problems logging in? Please contact the OWLS support team at

In order to obtain OWLS record supervisor access, ask your department’s timekeeper to add you as a supervisor to an employee’s record.

After logging in to the Online Work/Leave System (OWLS) as a supervisor and selecting an employee record, the Balances screen will automatically appear. Clicking on the various tabs across the top of this screen allows you to view other informational screens for this employee.

Employee List

This tab allows you to return to the list of employees for whom you are assigned as supervisor in OWLS.


The daily work and leave hours are entered by your unit’s timekeeper in the calendar view of OWLS.

There are various codes used for work and leave entry. If you are unsure what a code stands for, please review the chart in the Making Calendar Entries section on the Record Maintenance page or click the “Show/Hide Leave Types” button that is located on the calendar screen.

Schedule/FTE/Service Period

An employee’s work schedule, FTE, and service period are displayed through this tab.


The employee’s monthly leave accruals, use, and balances of paid leave are displayed through the Balances tab. Clicking on a month allows you to view the calendar entries for that month.

From this screen you are able to create a printable yearly summary.


An employee’s anniversary date, UW hire date, annual leave accrual month, months of leave without pay, probationary or trial period dates, months of prior service credit, and name of supervisor(s) are displayed through this tab.

Note: because supervisor access is read-only, any errors, discrepancies, or questions about an employee’s OWLS record should be directed to your unit’s timekeeper.

Supervisors have the ability to view employee records and perform the following actions:

The Online Work/Leave System (OWLS) allows you to run a simple report for active records in your unit.

  • Timekeepers and Administrators can run an OWLS report for their Payroll Unit Code(s) (PUCs) that lists the leave balances of every active employee.
  • Supervisors can run an OWLS report that lists the leave balances of every active employee for whom they are designated as supervisor.

An OWLS report will allow you to do the following:

  1. Select leave balances as of a particular month’s end
  2. Export the report to HTML or MS Excel
  3. Sort the results by Employee Last Name or EID

Currently, the report feature reflects completed and submitted calendar months. When selecting a particular month, the list of names will reflect only those active employee records that have been submitted through that month.

For example, if you are running a report for June 2006, and an employee’s record is updated only through April 2006, that employee’s name will not be listed in the report.

All report data is generated on a nightly basis. Any changes made to an OWLS record will not be reflected in the report until the next day.

To run a report, take the following steps:

1. From the OWLS employee list page, click on "OWLS Report."

2. Select the month for which the report will be generated. 3. Determine how you want the results ordered. 4. Indicate the report format. 5. Click "run report."

If you choose to create the report in HTML, the report will open in a browser window.

If you choose to create the report in EXCEL, a “File Download – Security Warning” should appear that asks, “Do you want to open or save this file?” Clicking “Open” will open an EXCEL file. Clicking “Save” will allow you to save the report to your computer.

An employee may have prior Online Work/Leave System (OWLS) records if the employee has worked for another UW department, held another position in your department, or if the employee’s position has been reclassified. These prior OWLS records are not deleted and can be accessed.

To access an employee’s prior OWLS record(s), open the OWLS home page and take the following steps:

1. Enter an employee's ID number or name. 2. Check the box to the left of "Include Prior Records" in the "Choose and Action" section. 3. Click "next."

You will see the record(s) for the employee.

Lines highlighted in gray are prior records that are now read-only.

You can also access an employee’s prior OWLS record(s) from the employee’s current OWLS record. In order to do this, take the following steps:

1. Click on the "Balances" tab at the top of the screen. 2. Click on the link associated with the time period you wish to view.

OWLS can provide an at-a-glance yearly summary of an employee’s leave record. In order to show a summary, at least one month must be completed in the summary selected.

This is helpful for a variety of reasons, particularly for determining if an employee has worked the required hours for FMLA eligibility, and for producing a document that can be signed.

In order to generate the yearly summary, open the employee’s OWLS record, and take the following steps:

1. Click on the "balances" tab at the top of the screen. 2. Scroll down and click on the "show yearly summary" button.

This will generate a PDF.Click here to see an example of what this document will look like.

Print copies as desired. Only the months that have been submitted will be displayed. Months in progress will not show up in the yearly summary.