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Making Calendar Entries
Regular Updates

CONTENTS

UNDERSTAND

The work and leave hours are recorded in the calendar view of the Online Work/Leave System (OWLS). Various codes are used for work and leave entry. The table below lists work and leave types, the corresponding code that OWLS uses for the entry, and the supporting documents required for each work and leave type.

Type of Hours or Leave OWLS Leave Designation Supporting Document(s)
Annual Leave
Designated as FMLA
For child care or elder care emergencies
A
AF
AC
  1. Employee request
  2. Department approval
Bereavement Leave B
  1. Employee request
  2. Department approval
Civil Leave C
  1. Summons
  2. Department concurrence
Compensatory Time Accrued
Comp Time Accrued (1.5 rate)
Comp Time Accrued (1.0 rate)
Comp Time Accrued (2.0 rate)

CA
CAS
CAD
  1. Overtime authorization
  2. Employee request
  3. Department approval
Compensatory Time Used
Designated as FMLA
For child care or elder care emergencies
CU
CUF
CUE
  1. Employee request
  2. Department approval
Cyclic Yearly Leave CYL Department notification
Discretionary Leave
Designated as FMLA
For child care or elder care emergencies
D
DF
DLE
  1. Department award
  2. Employee request (use only)
  3. Department approval (use only)
Holiday Credit Accrued HA * When an OT exempt employee is required to work on a holiday, a directive to work on a holiday is necessary documentation.
Holiday Credit Used
Designated as FMLA
For child care or elder care emergencies
HU
HUF
HUE
  1. Employee request
  2. Department approval
Holiday Time Worked & Paid HP
  1. Employee request
  2. Department approval
Leave without Pay
Designated as FMLA
For child care or elder care emergencies
L
LF
LE
  1. Employee request
  2. Department approval
Military Leave
With pay
Without pay
M
MWO
  1. Employee request
  2. Military orders
  3. Department concurrence
Overtime
Worked & paid (1.5 rate)
Worked & paid (1.0 rate)
Worked & paid (2.0 rate)
OP
SP
DP
Overtime authorization
Personal Holiday
Designated as FMLA
For child care or elder care emergencies
PH
PHF
PHE
  1. Employee request
  2. Department approval
Sea Overtime
IBU: Worked & paid (1.725 rate)
IBU: Worked & accrued (1.725 rate)
Non-IBU: Worked & paid (1.725 rate)
Non-IBU: Worked & accrued (1.725 rate)
SOP
SOA
OSP
OSA
Overtime authorization
School Break Leave SBL Department notification
Shore Leave SLU
  1. Employee request
  2. Department approval
Sick Leave
Designated as FMLA
For child care or elder care emergencies
S
SF
SC
  1. Employee request
  2. Department approval
Shared Leave Used
Designated as FMLA
Military or Emergency Worker
SH
SHF
SHM
  1. Shared Leave Request Form
  2. Donations Confirmation
Work Hours W Timesheet (for overtime eligible employees)

OWLS will automatically calculate the annual leave accrual rate and month based on entries in the employee’s profile. Each time you update an employee’s record, OWLS will calculate the new leave balances.

OWLS is not, however, tied to the payroll system. Payroll coordinators will need to enter into Exception Time Reporting (ETR) the appropriate earn types that correspond to the overtime worked & paid and leave without pay OWLS codes.

ACT

To enter hours worked and leave hours used, you will need the employee’s approved timesheet and any applicable supporting documentation. To make these entries, open the employee’s record and perform the following steps:

1. Select (highlight) the day(s) into which you wish to make entries by clicking in the calendar. 2. From the drop down, select the code you wish to enter or modify. 3. Enter the number of hours. 4. Click 'Update Calendar.' 5. When entries have been completed for the month, click 'Submit Month & Send PERMs.'

Making specific entries

Tips for Making or Changing Entries

To view prior months, click the button for the previous month or choose a previous month and year from the dropdown list. To clear a calendar entry, highlight the day you wish to clear and click 'Clear Selected Date(s).' To quickly populate a month with the employee's regular schedule, click the 'Quick Schedule Fill' button.

Calendar Updates
Topics

If you are trying to navigate back to a prior month and the navigation stops at a specific month, it is likely that the month you are trying to access is in an ended record. To learn how to view ended records, visit the Accessing Prior Records page.

You cannot go forward until a month is submitted or resubmitted. To learn how to edit an error in a previous month, visit the Editing a Month page.