Human Resources

Employee information maintenance

An employee’s anniversary date is the most recent date of hire into a salaried, leave bearing appointment without a break in service. Leaves of absence without pay or movement within the UW or among state employers without a break will not change the anniversary date. It is important to check this date when applying the 240 annual leave rule for classified staff.

Faculty converting to a professional staff appointment without a break in service maintain their first day in the faculty appointment as their anniversary date for accrual rate purposes.

If an employee’s Online Work/Leave System (OWLS) record reflects an incorrect anniversary date, it will need to be changed by the timekeeper.

To change the anniversary date, open the employee’s record and take the following steps:

1. Click on the "Profile" tab. 2. Click on the "Edit Employee Profile" button.

3. Enter the correct anniversary date. 4. Click "Save."

Please be aware that clicking the “Save” button will cause the record to be “rolled back” to the beginning of the current, active record. All months will have to be re-submitted and PERMs will be re-sent to the employee and supervisor(s).


To learn about the 240 annual leave maximum rule for classified staff, please visit HR’s Annual Leave webpages for either contract classified or classified non-union staff.

An employee’s UW hire date is the most recent date of hire into in a salaried, leave-bearing classified or professional staff appointment. It is not changed by movement within the UW without a break or leaves of absence without pay.

For faculty converting to a professional staff appointment without a break in service, the UW hire date is the first day in the leave bearing appointment.

Because this date is used to determine eligibility for service awards under the UW Employee Service Recognition Program, it is important that this date be accurate.

If an employee’s Online Work/Leave System (OWLS) record reflects an incorrect UW hire date, it will need to be changed by the timekeeper.

To change the UW hire date, open the employee’s record and take the following steps:

1. Click on the "Profile" tab. 2. In the profile screen, click on the "edit employee profile" button.

3. Change the UW Hire date. 4. Click "Save."


Note: Clicking the “Save” button will cause the record to be “rolled back” to the beginning of the current, active record. All months will have to be re-submitted and PERMs will be re-sent to the employee and supervisor(s).


To learn more about the UW Employee Service Recognition Program and to view the awards, please visit the Service Recognition Program page.

An Online Work/Leave System (OWLS) timekeeper can add, delete, or change the name of the supervisor in an employee’s OWLS record.

The individual designated as the supervisor in an employee’s OWLS record is responsible for reviewing the record and ensuring its accuracy. More than one supervisor can be designated in an employee’s record, and supervisors can choose to either receive or not receive the Post Entry Review Message (PERM), but at least one supervisor must receive the PERM.

To add a new supervisor, open the employee’s OWLS record and follow these steps:

1. Click on the "profile" tab at the top of the screen

2. In the bottom section, click on the "Add New" button located to the right of the "Supervisor" heading.

3. Enter the new supervisor's UW NetID. 4. If the supervisor is to receive the monthly PERM notification, make sure the "Receives PERM" button is marked. 5. Click on "Save"

To delete a former supervisor, open the employee’s OWLS record, and follow these steps:

1. Click on the "Profile" tab at the top of the screen.

2. Find the line with the supervisor's name and click on the "Delete" button in the "Action" Field.


To learn how supervisors access employee OWLS records, please visit the Getting Started page for supervisors.

Note: If you need to delete a supervisor from multiple employee OWLS records, email askowls@uw.edu for assistance.

An employee’s FTE (full-time equivalent) represents the percentage of the employee’s work schedule compared to a 40 hour/week schedule. For example, an employee who works 40 hours per week is 100% FTE, while an employee who works 20 hours per week is 50% FTE.

An employee’s FTE determines how many leave hours are accrued. If an employee’s FTE changes, you will need to change the employee’s FTE and work schedule in OWLS. Doing so will ensure the employee’s leave accrual rates and scheduled hours per day are correctly displayed.

To change the FTE in OWLS, open the employee’s record, and perform the following steps:

1. Print off copies of calendar months affected by the FTE change, if hours have already been posted.

2. Click on the "Schedule/FTE/Svc.Per" tab at the top of the screen

3. Scroll to the bottom of the screen and click on the "Edit" button for the FTE section.

4. Enter the effective start date of the new FTW. 5. Enter the new FTE. 6. Click "Save"

7. Read the informational message and click "Save" again.

8. Verify the start date and the time of the work week, and correct, as appropriate. 9. Enter the new work hours per day. If the schedule spans two weeks, check the box "If week 2 differs from week 1," and enter the schedule for work days in the second week. 10. Click "Save"

11. Click on the “Quick Schedule Fill” button.

12. If the change is retroactive, refer to the printed calendar months and update all affected months with correct work and leave hours used.


To learn more about alternate work schedules, please visit the Alternate Work Schedules page.

An employee’s work schedule is a designated period of work days and work hours consistent with the employee’s percent FTE. This should be noted on the weekly time sheet and must be entered in the Online Work/Leave System (OWLS). An employee’s work schedule falls during the work week, which is a fixed and regularly recurring period of 7 consecutive 24-hour periods (168 hours). The work week is designated by the employer and may begin on any day of the week and any hour of the day; it does not need to coincide with the calendar week.

Employees may have different types of work schedules: scheduled, alternate scheduled, non-scheduled, and excepted.

Your department will determine the employee’s work schedule – one of the types listed above – based on such factors as operational necessity or employee convenience.

To enter or change a work schedule, open the employee’s OWLS record, and perform the following steps:

1. Click on the "Schedule/FTE/Svc.Per." tab at the top of the screen.

2. Click on the "edit" button for the "work schedule" section.

3. Verify the start date and time of the work week, and correct, as appropriate 4. Enter the effective start dare of the new work schedule. 5. Enter the new scheduled work hours per day. If the schedule spans two weeks, check the box "if Week 2 differs from week 1." and enter the schedule for work days int the second week. 6. Click "Save" and close the window. Read the informational message and click "Save" again.

7. Click on “Quick Schedule Fill” to quickly populate the month with the employee’s regular schedule.

8. Make entry corrections to reflect any leave use.

9. Click on “Submit Month and Send PERM,” if the change is retroactive.


To view the excepted work period job classes, visit the UW Classified Staff Compensation Plan and look for the “EX” designation under the “Overtime Elg.” Column.

Overtime and FLSA Timekeeping webpage

The probationary period is the initial period of classified staff employment established by a bargaining contract or civil service rules during which the employee’s supervisor determines whether the employee is a good match for the position, and will be allowed to achieve “permanent” status. The duration of a probationary period is established by the applicable collective bargaining agreement or civil service rules that apply to the position, and varies from 6 to 12 months depending on the appointment type. If any leave is taken during an employee’s probationary period, the probationary period end date must be extended by the amount of leave used.

Reduced Probationary Period

For SEIU 925 bargaining unit monthly paid appointments only: An hourly-paid temporary employee who works in a SEIU 925 bargaining unit classification, and who is appointed to a regular, monthly-paid appointment in the same position in which the employee has been working, is eligible for a reduced probationary period. The probationary period is reduced by the amount of time worked in the temporary appointment, to a maximum of 3 months. The Human Resources (HR) Employment Specialist calculates the appointee’s probationary period end date and communicates it to the hiring manager via the email notification that confirms approval of the appointment.

Exception for Fixed Duration Appointments (FDA)

Although an employee in a classified Fixed Duration Appointment (FDA) position does not serve a probationary period, the employee is not eligible to use or be paid for accrued annual leave hours until the completion of six months’ of service. In order for OWLS to apply the appropriate leave rules, for a FDA, it is necessary to enter the dates of the initial six months of the fixed duration appointment in the Probationary Period fields. Any paid and/or unpaid leave used during the initial six month period requires you to extend the end date of the period.

Entering a Probationary Period

To enter or change an employee’s probationary period dates, open the employee’s record and follow these steps:

1. Click on the "Profile" tab at the top of the screen. 2. Click on the "Edit Employee Profile" button.

 

3. Click "Yes"under "probationary period." 4. If the employee is not eligible for a reduced probationary period, click "No" under "Probationary Period." 5. Enter the appropriate start and end dates. 6. Click "Save"

Entering a Reduced Probationary Period

To enter a reduced probationary period, open the employee’s record and follow these steps:

1. Click on the "Profile" tab at the top of the screen 2. Click on the "Edit Employee Profile" button

3. Click "Yes" under "Probationary Period." 4. Only if Hr has notified you of an employee's eligibility for a reduced probationary period, click "Yes" under "probationary period." 5. Enter the appropriate start and end dates. 6. Click "Save"

Note: If the probationary period start date precedes the current calendar month, you will need to resubmit all prior months.

Extending a Probationary Period

To extend a probationary period, open the employee’s record and follow these steps:

1. Click on the "profile" tab at the top of the screen. 2. Click on the "Extend" button under "Current Probationary Period End Date."

3. Enter the new probationary period end date. 4. Click "save"

 

The length of a probationary period is determined by the employee’s union bargaining contract. Classified non-union employees should refer to WAC 357 to determine their probationary period length.

A service period is the number of months an employee is scheduled to work each year. Most employees have a service period of 12 months, indicating they are scheduled to work 12 months each year. Some employees, however, are scheduled to work less than 12 months each year due to known, recurring periods of leave in the annual cycle. This type of appointment is referred to as either a cyclic-year appointment or an academic-year appointment.

In order for the Online Work/Leave System (OWLS) to accurately calculate appropriate leave accruals, it is important to enter the correct service period for the employee.

To change an employee’s service period, open the employee’s OWLS record and perform the following steps:

 1. Click on the "Schedule/FTE/Svc.Per." tab at the top of the screen.

2. Click on the "Edit" button for the "service period" section.

3. Enter the effective start date for the new service period. 4. Enter the number of month that the employee is scheduled to work. 5. Click "Save"

Note: If the effective date of the change is prior to the current month in progress, all months between the Effective Begin Date and the current month in progress will need to be re-submitted.


To learn how to make OWLS entries for employees who are working cyclic yearly schedules, visit the Cyclic Yearly Leave page.

The trial service period is the period following a classified employee’s movement without a break (e.g. transfer or promotion) during which the supervisor, and in some bargaining units, the employee determines whether the employee is a good match for the position. The length of the trial service period varies from six weeks to six months depending on the collective bargaining agreement or civil service rules that apply to the position. If any leave is taken during an employee’s trial service period, the trial service period end date must be extended by the amount of leave used.

To enter or change an employee’s trial service period dates, open the employee’s record and follow these steps:

1. Click on the "Profile" tab at the top of the screen. 2. Click on the "Edit employee profile" button.

3. Click "Yes" under "Trial Service Period." 4. Enter the appropriate start and end dates. 5. Click "Save"

Note: If you change or add a trial service period start date that precedes the current calendar month, you will need to resubmit all prior months.

6. Click on the “Calendar” tab at the top of the page.

7. Click the “Submit Month and Send PERM” button to re-release each month to be updated to the present.

The length of a trial service period is determined by the employee’s union bargaining contract. Classified non-union employees should refer to WAC 357 to determine their trial service period length.