Reporting & Requesting Time

All Georgia Tech employees are required to request and report their time off. Depending on your classification, you may or may not use HR's leave management system, TimeOutPlease see your classification below to determine your process.

Reporting Time Off

​Requesting Time Off

TimeOut Overview

The TimeOut system offers benefits to employees and supervisors while providing greater record keeping and compliance for the Institute.

Employees:

  • Electronically request and report multiple leave types (vacation, sick ,jury, paid military, consulting) from any computer with internet connectivity
  • Easily keep track of requested leave
  • View more accurate data/leave balances and account for requested leave when viewing projected leave balances
  • Receive notification of approved requests and negative leave balances
  • Report time throughout the month

Supervisors:

  • Electronically approve and view employee’s leave, correct leave reports, and certify leave
  • Receive notifications of leave requests
  • Collectively view leave requests for all direct reports on one calendar
  • Produce reports
  • Appoint delegates

TimeOut FAQs

Use the jump links below to quickly navigate through our comprehensive list of Frequently Asked Questions.



System Access

Is TimeOut accessible from any computer?
Yes. Employees can access TimeOut from any computer (on-campus or off-campus).  

Is TimeOut for monthly and hourly employees?
Currently, TimeOut is only for monthly paid employees.

Delegates

If I assign a delegate, what can that person do on my behalf?
Delegates can perform ALL of the tasks that you can do. They can request and report time for you, as well as certify and approve time (if you are a supervisor).  Therefore, be sure to only assign delegates when necessary and to someone you trust. TimeOut has an excellent auditing/tracking system. The system tracks every action by every user.

Payroll and Time Entry

When does the information entered into TimeOut go into the Georgia Tech payroll system (PeopleSoft)?
Once an employee’s time is certified, it will automatically go into PeopleSoft during monthly payroll processing. If an employee’s time is not certified, it does not go into PeopleSoft. 

Work Schedules

Can TimeOut accommodate various employee work schedules (i.e., employees that work on weekends)?
Employees or supervisors can set up an individual work week schedule with Saturday/Sunday as work days.

Should I report telecommuting in TimeOut?
No. Telecommuting is not a type of absence. It is an alternate/flexible work schedule.

Supervisor Questions

What does certify mean?
Certify means a supervisor acknowledges/approves monthly time reported by an employee. 

Are supervisors informed if an employee’s time off balance is negative?
No. Supervisors will see an employee’s negative balance in TimeOut.

Reporting Relationships

How do departments submit changes in reporting relationships?
An e-mail should be sent to HR (hr.ask@ohr.gatech.edu) and a copy to the HR Rep to update the reporting relationships in TimeOut and the Human Resources Management System (HRMS).

Can supervisors see the time off requests within the calendar view for employees in their reporting hierarchy? 
Supervisors can see everyone below them (in their line of reporting) on their calendar by default. They can narrow it down by selecting a supervisor who reports to them from the drop-down box at the top.

Reporting Time

Will we get lots of notifications regarding employees who have not submitted their reports by the time they are due?
No, supervisors will see employees’ reporting/certification status on the Monthly Certification page.

If an employee did not take any time off and made no submission, how do we hold them accountable?
Positive reporting is required, so the employee should log in and click Submit on Monthly Reporting to report no time off.

Leave Adjustments

Is there a required comment if an employee makes a change to their report?
No comment is required if an employee makes a change. If they wish to leave a reason for the change, they may choose to.

Leave Types

What types of leave does TimeOut track?
The system will provide monthly paid faculty and staff an online system to request and report vacation, sick, paid military, consulting and court leaves.

Is tracking of FMLA hours possible?
Not at this time. To view the FMLA policy, click here. To request FMLA, access the FMLA Forms section and contact your local Human Resource contact.

Requesting/Cancelling Leave

What if you only plan to take a partial day?
You can set the number of hours you wish to take off.

How do I cancel a request?
Just select the request, then click "Cancel."

Approving Time

What does the "Decide Later" button do?
It is just a placeholder in case you wish to make a final decision later on.  Regardless of what you do, you will have to decide eventually.

GT 360 Hour Roll Over Vacation Policy

Employees may carry over up to 45 days (360 hours) earned vacation each calendar year. If an employee's Dec. 31 balance exceeds 360, the Jan. 1 balance will roll back to 360 hours.

What will I see in TimeOut at the end of the calendar year when my vacation balance rolls over?

  • The accrued time for each month is posted in TimeOut on the first calendar day of the following month.
  • Hours accrued for any month except December will appear in the “Accrued” column on the first day of the following month.
  • Hours accrued for December will be reflected in the “Carried Forward” column on Jan. 1 of the next year.
  • Examples:

What will my Jan. 1 balance be when my Dec. 31 balance is
130 hours?

If you accrue 12 hours of vacation per month, your Jan. 1 balance will be 142 hours.

What will my January 1 balance be when my Dec. 31 balance is 351 hours?
Since you accrue 14 hours of vacation per month, your Jan. 1 balance will be 360 hours due to the maximum number of hours employees can roll over each calendar year.

What will my Jan.1 balance be when my Dec. 31 balance is
365.5 hours?

Since you accrue 14 hours of vacation per month, your Jan. 1 balance will be 360 hours due to the maximum number of hours employees can roll over each calendar year.

What will my Jan. 1 balance be when my Dec. 31 balance is 360 hours?
Since you accrue 14 hours of vacation per month, your Jan. 1 balance will be 360 hours due to the maximum number of hours employees can roll over each calendar year.

What will my Jan. 1 balance be when my Dec. 31 balance is 395 hours?
Since you accrue 14 hours of vacation per month, your Jan. 1 balance will be 360 hours due to the maximum number of hours employees can roll over each calendar year.

How much vacation time do I need to take before Dec. 31 to avoid losing any vacation hours earned for the year?
The following equation can be used to determine the number of vacation hours:
12/31 Balance + December Accrual - 360 Hours = # of Vacation Hours you need to take before the end of the year

How do I see my Dec. 31 balance in TimeOut?
Place your cursor on Dec. 31 in the TimeOut calendar. The balance that appears includes time requested and reported for the year. It also includes any adjustments made to your leave during the year.

How are the January 1 balances affected when I report my December time in January?
 Employees who requested time in December:

  • Time requested in December is already reflected in your Dec. 31 balance (which is used to calculate your Jan. 1 balance).
  • 12/31 Balance, including time requested + December Accrual = 1/1 Balance

Employees who did not request time in December, but reported December time in January:

  • TimeOut in December that was not requested in advance but reported in January will be subtracted from the Dec. 31 balance to recalculate the Jan. 1 balance.
  • 12/31 Balance - December Time reported in January + Dec. Accrual = 1/1 Balance