NIH IT HELPDESK

There may be a former employee attached to that person in a table "behind the scenes" that we cannot see. Call TASC and ask that an ITAS Technical Person help you.

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2 . Comp. Time for Holiday work?

An employee must be paid for normally scheduled hours worked on a holiday. Any additional hours may be earned as Comp or OT. For example, Susie normally works 8 hours on Fridays. This year a holiday falls on a Friday and Susie has to finish a report, so she comes in and works 2 hours. She gets paid for the holiday (8 hours Holiday Leave) and 2 hours of Holiday Pay. If she had worked 10 hours that day, she would receive 8 hours of Holiday Leave pay, 8 hours of Holiday Pay and 2 hours of Comp Time or OT (whatever is authorized by the Supervisor).

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3 . ITAS Timecard for Separated employees?

AO or timekeeper should go to the dashboard and select the last pay-period the employee was paid for. Then select the employee and click on the Timecard tab.

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4 . Wrong SSN in ITAS?

If you are a user of NIH ITAS and an incorrect Social Security Number (SSN) for you appears in ITAS, contact your ITAS Administrator to have it corrected.

How to change the SSN is explained in this ITAS Knowledge Base article.

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5 . ITAS E-mail notification problems?

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. You can check if your forwarding address is correct yourself by clicking on the "Personal" link on the left side of the ITAS page after you login. You can contact your AO or timekeeper to make any necessary correction.

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6 . Session timeout using ITAS web?

Your browser has been configured to not accept "cookies".
ITAS uses something called server side cookies. These are used to keep track of where you are while using ITAS Web.

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7 . Transfer of employee between IC's?

a. The AO or timekeeper in the gaining IC should contact their counterpart in the losing IC and let them know the Standard Administrative Code (SAC).

b. The losing AO or TK can use this information to transfer the employee's ITAS record to the IC. This is done by modifying the employees profile. Go to the Personal Tab and change the SAC to the receiving IC's SAC and click Ok. Call the gaining IC to let them know that the profile is now available for their access.

c. When contacted, the AO or TK in the gaining IC should now go into the profile and make all the necessary changes.

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8 . Change in tour of duty

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. In the meantime, you can go into the current timecard and change the hours to reflect the new tour.

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9 . Discrepancies between ITAS and my payslip?

ITAS has "real time" balances, so it occasionally will not match your payslip. As you request/donate leave, sign-in/out, and make changes in ITAS, the results are instantly recorded and reflected in your balances. The payslip will not include transactions that have not yet cleared or were initiated after the payslip was generated. Some transactions to be aware of in particular are retroactive leave requests, OT/CT/CH reported late, and any change or correction reported as a supplement. These transactions can take up to 2 pay periods to work their way through the payroll system so there can be a substantial delay between the time they are first initiated in ITAS and when they finally show up on payslips. If it has been more than 2 pay periods and the payslip and ITAS still do not match, contact your Timekeeper/AO and he/she will send the required documentation to Payroll so it can be manually keyed.

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10 . Employee leaving NIH?

ITAS has been enhanced in this area! When an employee ends his/her employment at NIH, the Timekeeper or Adminstrative Officer needs to let ITAS know about the change in status so the system can close out the employee's time and attendance account properly - but now it is a lot easier.

• 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.

• Enter Separation Date. During the pay period the employee will be leaving NIH, choose the Maintain Employee Profile function, select the appropriate employee and enter the date in the Separation Date field. 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 he/she was entitled to. Then click on the Modify button at the bottom of the profile screen. That's it! There will be no hours on the timecard after the separation date, and within 2 pay periods, ITAS will change the employee's status to Separated.

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11 . How to make change in leave request?

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, and leave for that day has never been requested, 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

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12 . Where can I find additional ITAS FAQs?

ITAS maintains a searchable Knowledge Base of topics designed to assist ITAS users. It is available at this web address:

http://itaskb.cit.nih.gov/

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