You will need to set up an employee Online Work/Leave System (OWLS) record for a newly hired employee or when an employee moves from another University department without a break in service, or is reclassified. When an employee transfers or is reclassified, much of the information needed to set up a new record may already be populated.
If an employee already has another OWLS record in a different department, please contact firstname.lastname@example.org prior to setting up the record.
**Note: For Fixed Duration Appointments (FDA) only: Although employees in classified Fixed Duration Appointment (FDA) positions do not serve a probationary period, they are 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, it will be necessary to enter the dates of the six month period using the Probationary Period field. As with any contract classified leave-bearing appointment, any paid and/or unpaid leave used during the six months will require you to extend the end date of the six-month period.
To set up an employee’s OWLS record, log in to OWLS and follow these steps:
If you do not see the new record setup screen, check that the employee’s appointment has been entered in OPUS and verify the appointing department PUC.
In some cases, you may first be presented with a page showing multiple appointments for the employee. When that happens, choose the appointment with the leave plan applicable to your department, and click on the “Next” button.
Create new record screen
Create New Record Continued screen
Employee name won’t come up?
Try entering the employee’s EID instead of using the name field.
The employee’s appointment needs to be within your department’s Payroll Unit Code (PUC).
Supervisor email addresses must be associated with the uw.edu address. It cannot be an internal network email ID.