Updating Vacation Records on HRIS Prior to April 10, 2020

Each year in April, an important part of our fiscal year-end processes involves reconciling all employee absences within HRIS. This is a reminder to please ensure vacation records are up to date in HRIS prior to the April 2020 pay close.

Vacation balances for staff this year may be higher than anticipated as a result of employees cancelling planned vacations due to the COVID-19 pandemic. Please ensure that vacation balances are accurate in HRIS and that all planned employee vacation in April is entered into HRIS at your earliest convenience, but no later than April 10.

Despite the current challenging circumstances, managers should continue to work with their staff to ensure that vacation is tracked timely and accurately in HRIS, and that vacation is being administered in accordance with the relevant policy or collective agreement.

Vacation and Absence Data Reports:

Please make use of these reports to track individuals who may have high balances and flag them for managers for action. These reports can also be used for general planning and tracking purposes.

Vacation Reports with MSS

Individuals with Manager Self-Service (MSS) access can view an individual employee’s (or their entire team’s) vacation entitlement, vacation balance, vacation projection, and absence summary. Information on how to log into MSS and access these reports is available in the HR Service Centre.

Please encourage managers and supervisors in your area to access MSS and review their team’s absence information to ensure it is accurate. Any updates that are required must be made in HRIS and should be entered prior to the April pay close.

Vacation Reports without MSS

For individuals without MSS access, or who need information on their entire Organizational Unit, Department, or Division, the following reports can be accessed in HRIS:

  • The Vacation Entitlement Report Download can be used to view an individual employee’s (or an entire Organizational Units’) vacation entitlement and balance as of the previous completed month.
  • The Vacation Projection Report can be used to view an estimate of an individual employee’s (or an entire Organizational Unit’s) scheduled vacation time and projected vacation time (by month) at a future point in time.

Adjusting Past Vacation:

If you find that absences are not appropriately tracked in MSS or HRIS, please contact the relevant business officer or absence administrator as soon as possible with all needed corrections. For any vacation corrections for 2019 and prior, please use the HRIS Vacation Tracker Adjustment Form.

More information:

If you have any questions regarding the vacation policies for PM and Confidential Staff or the USW-Staff Appointed Collective Agreement, please contact your HR Divisional Office.
For questions regarding HRIS processing, please submit a ticket in the HR Service Centre.