TRS - Managing My Employees' Time Off

With the enhancements and changes to the upgraded GW TRS, it's important to take some time to help your employees prepare. Here are a few actions and things to keep in mind:

TIME OFF REQUESTS: 

Outstanding Time Off Requests for a Date Before 7/1/2024 

To ensure correct starting balances in the upgraded GW TRS, all outstanding time off requests for the period 7/1/23 - 6/30/24 that have been submitted but have not been approved/denied need to be addressed no later than 6/30/24. To see if you or your employee has any outstanding requests, please see Processing Employee Time Off Requests

Important:  Any outstanding time off requests for the period 7/1/23 - 6/30/24 that have not been approved or denied on or before 6/30/24 will be automatically approved prior to the transition to the upgraded TRS on 7/7/24, thus resulting in a reduction in your beginning time off balance(s) (i.e. Sick, Vacation, PND, etc.) in the upgraded GW TRS.

Outstanding Time Off Requests for a Date For the Period of 7/1/2024 - 7/6/2024

To ensure correct starting  balances in the upgraded GW TRS, all outstanding time off requests for the period 7/1/24 - 7/6/24 that have been submitted but have not been approved/denied need to be addressed prior to the transition on 7/7/24. To see if you or your employee has any outstanding requests, please see Processing Employee Time Off Requests.

Please note: If you or your employee is taking vacation time during the period 7/1/24 - 7/6/24 (outside of the holiday, 7/4/24), any approved vacation time will be deducted from an employee’s transition time balance. For more information on Transition Time, please visit the Vacation Time Overview.

Important, given the reconciliation efforts needed to ensure the most accurate balances, employees with any time off (vacation/transition, sick, PND, etc.) during 7/1/24 - 7/6/24 may not be immediately reflected in time off balances shown in the upgraded GW TRS on 7/7/24.  

 

Future Time Off Requests for a Date On or After 7/7/2024 

In transitioning to the upgraded GW TRS there will be a pause in requesting future time off requests. Time off requests with a future begin date of 7/7/2024 or beyond will need to be submitted beginning on 7/7/2024 in the upgraded GW TRS. (You do not need to cancel any requests for request dates of 7/7/2024 or later in the current version of the TRS.)

Already submitted or approved requests for time off for dates on or after 7/7/2024 in the current GW TRS? You will need to re-enter these requests once the upgraded GW TRS is live. This will ensure that the new Vacation Time Off policy (effective 7/1/24) including Transition Time will apply. 

For more information regarding the new Vacation Time policy including Transition time, please visit the Vacation Time Overview.
 

Please be aware of the following key dates: 

• 6/30/2024 - All submitted time off requests (sick, vacation, PND, bereavement, etc.) from 7/1/2023 - 6/30/2024 should be reviewed and approved or denied. 
• 7/6/2024 - This is the day before the upgraded GW TRS is live! Make sure all outstanding time off requests (sick, vacation, PND, bereavement, etc.) submitted before or on 7/6/2024 are approved or denied.
• 7/7/2024 - The upgraded GW TRS is live! Make sure your employees submit their time off requests (sick, vacation, PND, bereavement, etc.) that will occur on 7/7/2024 or in the future in the upgraded system. Note: Employees will need to resubmit any time off requests made on or after 7/7/2024 that they previously submitted in the current GW TRS. 

We encourage you to explore the GW TRS upgrade Manager overview video below for access to on-demand resources showcasing some of the new features as well as our Time Off Training webinar materials:

• Use the Control Center - Manager

We encourage you to explore the GW TRS Time Off Training Webinar materials as well as other resources to help you navigate the upgraded TRS:

• Time Off Training Webinar 
• Processing Time Off Requests
• Reviewing an Employee's Time Off Balance
• Submitting Time Off for an Employee
• Cancelling Time Off for an Employee

If you have additional questions or need assistance in managing your employee's time off requests, please consider attending one of our upcoming Office Hours sessions. Please visit the Managing Time as a Timekeeper Tools and Training Section for Timekeeper Trainings, recordings, and Office Hours.

Upcoming Office Hours

How does a manager review and approve their employee's time off requests? 

For a request submitted for a day or time off that is before 7/7/2024, managers will review and approve requests in the current TRS. To see if you or your employee has any outstanding requests, please see Processing Employee Time Off Requests.
 

My employee requested time off on or after 7/7/2024. What do I do? 

All time off requests for 7/7/2024 or after should be held until the upgraded GW TRS is live on 7/7/2024. Although a time off request may have already been submitted and approved, the employee will need to resubmit the request on or after 7/7/2024 because the employee may not have the time available once the current annual time policy, which has allowed staff to take time in advance of accruing the time, ends on 6/30/2024.  
 

Is transition time available on 7/1 when the new vacation policy begins or 7/7 when the upgraded GW TRS is live? 

Transition time (40 hours for FT Staff, 20 hours for PT staff) beginning on 7/1/2024. However, eligible staff will not see their current transition time balance until they log into the upgraded GW TRS on 7/7/2024. 

Please note: If you or your employee is taking vacation time during the period 7/1/24 - 7/6/24 (outside of the holiday, 7/4/24), any approved vacation time will be deducted from an employee’s transition time balance. For more information on Transition Time, please visit the Vacation Time Overview.

Important, given the reconciliation efforts needed to ensure the most accurate balances, employees with any time off (vacation/transition, sick, PND, etc.) during 7/1/24 - 7/6/24 may not be immediately reflected in time off balances shown in the upgraded GW TRS on 7/7/24.