Sept. 22, 2021 The Division of Human Resources & Equity is now called the Division of People Strategy, Equity & Culture.
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November 30, 2020 Memo No. 2020-99

Updating Vacation Records in HRIS Prior to December 2020 Pay Close

From:  To: Business Officers

Annually, HRIS records are locked at the end of the calendar year. This is a reminder to please ensure that vacation records for 2020 are up to date in HRIS before December pay close. Note that for employees planning vacation in December, these vacation days should be entered into ESS or HRIS prior to the December pay close.

We acknowledge the impact that COVID 19 has had on vacation plans and expect that vacation balances and carry-over may be higher than normal. However, we continue to encourage all staff to use vacation time, especially in these times. Time away from work is an essential part of an individual’s health and wellness. Managers should be working with their staff to ensure that vacation is used and that an individual’s time away from work is supported, that vacation is tracked timely and accurately in ESS and HRIS, and that vacation is being administered in accordance with the relevant policy or collective agreement.

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.

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.

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.

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 contact hris.help@utoronto.ca.