UNDERSTAND

About OWLS

The UW Online Work/Leave System (OWLS) is a computerized, post-entry review tracking system that is used throughout the University to record and maintain official records of the hours that employees worked and the leave time that they have earned and used. While OWLS is the main system used, certain units, including most medical center departments, use authorized alternative systems.

Timekeepers input an employee’s work and leave hours, and OWLS automatically calculates an employee’s service credits and leave hours earned based on the employee’s employment program, job classification and hours worked. OWLS also allows employees to view their records online through Employee Self-Service (ESS).

OWLS is an electronic Work/Leave Record, which is

• the official record of work, leave, and overtime hours of all UW monthly-paid classified & professional staff employees.
• the employing department's permanent record showing each employee's paid leave credits.
• the official documentation for payment of eligible unused leave and compensatory time hours upon separation from state employment.

OWLS User Roles

Many people play a role in maintaining accurate and timely records of hours worked, leave earned, and overtime pay accrued.

• Employees follow the department’s process for submitting leave requests and reporting hours worked, and review the online record on a monthly basis for accuracy.
• Supervisors review employees’ records, approve leave requests, and ensure the accuracy of timesheets.
• Timekeepers enter the information from approved timesheets and leave requests into OWLS, make changes based on the employee’s and supervisor’s monthly review, and conduct an annual review of all OWLS records to ensure that they are complete and accurate.

What OWLS Can Do

• Record all time and leave information for classified staff, professional staff and librarian appointments.
• Provide messages (warning and fatal) to alert timekeepers to error conditions that may violate business rules.
• Provide e-mail notification (PERM) to employees and supervisors when monthly record entries are ready for review.
• Provide a printable work/leave summary for employees who do no have e-mail access.
• Allow supervisors to review employee records in a read-only view.
• Enable timekeepers to export records to Excel or HTML and generate a report.
• Make employee leave records and balances available for the employee to view in ESS.

What OWLS Does Not Do Yet

• Allow non-timekeeper employees to maintain their own Work/Leave Records.
• Eliminate the need for weekly timesheets or leave request forms.
• Integrate with, or link to, the University’s payroll system, HEPPS (i.e., OWLS is a stand-alone system; it doesn’t calculate overtime nor does it “feed” data electronically to any other system.
• Enable automation of such related forms as shared leave or prior service credit; this information must be determined outside of OWLS and entered into the OWLS record.
• Combine two separate employee appointments into one summary (e.g. an employee with two 50% FTE appointments will still have two records in OWLS).

Official Record of Work and Leave

OWLS records are to be available for audit by authorized persons. The University reserves the right to correct errors that may require payment by either the employee or the University to balance the account.

ACT

Request OWLS System Access or Removal

The department director or administrator should request OWLS system access or access removal by completing the appropriate online form from the list below:

• OWLS New Access Request
• OWLS Access Removal Request

Resources

OWLS User Guide for Timekeepers, Administrators, and Supervisors
Use the links on the left to find procedural help for actions in OWLS.

OWLS Training System Login
If you have obtained access to OWLS and would like to try out its functions in a safe environment that will not affect any employee’s real work/leave record, you should practice in the OWLS Training System.

OWLS Newsletter - "Who Wants to Know?"
This quarterly newsletter provides helpful information about frequently asked OWLS questions.

Get Answers to your Questions – AskOWLS Frequently Asked Questions
This link takes you to a page where you will have three options:

• View answers to questions others have asked
• Ask a question - To ask a question, choose the "Find Answers" option, and select "OWLS" in the 'category' box.
• Find out the status of an inquiry you have made

EXPLORE

The Time and Leave Glossary provides definitions for common leave and timekeeping related terms.

The Employee Leave Information page provides links to leave information for librarians and classified, classified non-union, and professional staff.

OWLS was developed as part of the USER Project. See the user desktop requirements webpage for operating system and browser compatibility.

Do you still need help? Email OWLS Support staff at askowls@u.washington.edu.

• uwhr@u.washington.edu |
• HR Contacts

Copyright © 2007 University of Washington