Instructions for Supervisors andTime Keyers

Supervisors

For Supervisors

For Supervisors

You are sent weekly reports from leave of absence administrator AbsenceResources (formerly FMLASource). The reports are delivered overnight every Sunday and come from FMLACenter@absenceresources.com. The Leave Status and Changes Report lists active leaves, new leaves requests, and changes to existing requests. The Leave Usage Report lists time usage that must be time coded in the PPS Payroll system if the employee missed work. You will also receive a communication from the Leaves team that will assist your time keyers (or you) with coding for your staff that are on leave. You can read more about this in the Time Keyer section below.

Please note that these reports do not contain the most up to date information regarding someone's Paid Leave Oregon status. The Leaves team is actively working with AbsenceResources and The Standard to improve this process.

The following action is required:

Ensure your time keyer is listed as an 'assigned contact' for each employee in the report. If not, please forward the report to them as they didn't receive it. You are responsible for ensuring all absences are time coded in payroll and approving time submission for employees you supervise each month. Additional time coding instructions can be found in the next section of this webpage for Time Keyers. If employees miss work and are not time coded they may be paid in error as though they had worked.
On the AbsenceResources Leave Usage report only, confirm that your employees 'reported hours' on the report match their work schedule. If an update is needed, e-mail ServiceTeam3@absenceresources.com and copy leave@pps.net with the update. Be sure to include the employees name, employee ID number, dates of leave usage needing correction, the employees scheduled days per week and scheduled hours per day in your request.
If the leave approval status is listed as denied in the AbsenceResources report additional review is required by you. A denied decision means that the employee may not be authorized to be off work. You can login to the AbsenceResources website to check the most current status.

When a leave request is denied, the employee may have an additional line in the AbsenceResources report for an ADA leave request in a requested or approved status. You can contact ada@pps.net for status updates on this type of request.

If the request has been denied and the employee still needs to be off work, have the employee contact leave@pps.net for next steps. If the employee already had related unexcused absences, follow up with your Employee and Labor Relations Manager for next steps.
For assistance with your staffing needs, contact your Workforce Management Representative.

Time Keyers

General Information for Time Keyers

You are sent weekly reports from AbsenceResources and communications from the Leaves Team to give you the most up to date information on your staff's leave. The Leave Status and Changes Report lists active leaves, new leaves requests, and changes to existing requests. The Leave Usage Report lists time usage that must be time coded in the PPS Payroll system if the employee missed work. Specific information about leave programs can be found below.

Leave balances will be used in the following sequence, dependent on the type of leave the employee is on. For additional questions on the type or sequence of leave balances to report contact leave@pps.net.

Leave Reason	Time and Labor Leave Balance Coding Sequence
Employee's Serious Health Condition	Sick leave, personal leave, vacation (if applicable) then reserve sick (2/3 pay) FOR PAT ONLY: Sick leave, personal leave, family illness, vacation (if applicable), then reserve sick (2/3 pay) *action required if leave balances exhaust (see next section)
Family Member's Serious Health Condition	Family illness, sick leave, personal leave, vacation (if applicable) then reserve sick (2/3 pay) *action required if leave balances exhaust (see next section)
Maternity and/ or Parental	Sick leave, personal leave, family illness, vacation (if applicable) then reserve sick (2/3 pay) *action required if leave balances exhaust (see next section)
Safe Leave	Family illness leave, sick leave, personal time, vacation (if applicable), reserve sick leave (2/3 pay) Family illness is eligible if the leave is related to employee and their family members. *action required if leave balances exhaust (see next section)
Bereavement	Bereavement/ funeral leave per the applicable Collective Bargaining Agreement, then sick, personal, vacation (if applicable) then reserve sick (2/3 pay) *action required if leave balances exhaust (see next section)
USERRA	Military, then according to employee’s preference, sick leave, personal leave, vacation (if applicable,) family illness, reserve sick (2/3 pay,) and/ or unpaid leave. After military paid leave is exhausted, an employee on USERRA leave may choose types of paid leave and sequence to use, or to take unpaid leave. Please notify leave@pps.net if the employee requests unpaid leave.

If an employee exhausts their leave balances and goes unpaid, please e-mail leave@pps.net immediately so HR staff can transfer them to unpaid status AND continue entering leave time (including unpaid time as applicable) until the employee is greyed out on the Time and Labor daily and pay period entry panels.

Employee leave balances can be found at the following path in PeopleSoft Time and Attendance. Main Menu>Benefits>PPS Review Accrual Balances and is also reflected on the right side in the Time & Labor Entry Sections. For questions about the Time and Labor reporting contact your Payroll Specialist.

If you have questions about coding or need assistance on a leave, contact leave@pps.net

Coding for FMLA/OFLA Leaves

Weekly reports from FMLASource are delivered overnight every Sunday and come from ReportProcess@compsych.com or ServiceTeam3@absenceresources.com. The Leave Status and Changes Report lists active leaves, new leave requests, and changes to existing requests. The Leave Usage Report lists time usage that must be time coded in the PPS Payroll system if the employee was absent from work. You can also view the current status of a leave on the AbsenceResources website. Click here for the Web Guide.

Please note that these reports may not contain the most up to date information regarding someone's Paid Leave Oregon status. If you are unsure of someone's Paid Leave Oregon status, please reach out to the Leaves Team at PPS.

The following action is required:

IMPORTANT: You are required to enter leave hours on a daily basis for employees missing work. If an employee is paid on contract (or receives a monthly salary) and you report no leave hours they will be automatically paid as though they worked. Please see above General Information tab for the order in which balances should be applied based on the leave type.
If an employee exhausts their leave balances and goes unpaid, please e-mail leave@pps.net immediately so HR staff can transfer them to unpaid status AND continue entering leave time (including unpaid time as applicable) until the employee is greyed out on the Time and Labor daily and pay period entry panels.
On the AbsenceResources Leave Usage report only, confirm that the employees 'reported hours' on the report match their work schedule. If an update is needed, e-mail ServiceTeam3@absenceresources.com and copy leave@pps.net with the update. Include their name, employee ID number and their scheduled days per week and scheduled hours per day in your request. This weekly AbsenceResources Usage reporting should be reconciled against your time reporting for Payroll for any time missed from work.
If the leave approval status is listed as denied on the AbsenceResources report that means the employee may not be authorized to be off work. You must enter leave hours (including unpaid time if applicable) for all related absences for Payroll, and defer to the employees supervisor for next steps.

Coding for Paid Leave Oregon/OR-PFML

As of 2/16/2026, PPS Leaves has sunsetted the Top Off process in favor of a simpler approach to applying leave balances for staff on Paid Leave Oregon, the Leave Balance Election process. The Leaves team will send a notification via Smartsheet when staff have made their Leave Balance Election. Keyers will then be responsible for coding any dates the staff has reported to the site as Paid Leave Oregon based on the staff’s Leave Balance Election. Details about how to apply balances are below:

Zero Leave Balances: Staff will be unpaid from PPS during their Paid Leave Oregon claim dates and receive only the weekly benefit from Standard. This option means they will not use leave balances.
Half Leave Balances: Staff will use their leave balances for half of their daily scheduled hours for each day they are absent during their Paid Leave Oregon claim dates. This option means they will use partial leave balances each day.
Full Leave Balances: Staff will use their leave balances for their full daily scheduled hours for each day they are absent during their Paid Leave Oregon claim dates. This option means they will use full leave balances each day.

Please note there is no change to our process for retroactive Paid Leave Oregon approvals or requests. If staff request Paid Leave Oregon retroactively, their Leave Balance Election will not be applied to past pay periods and you are not responsible for completing rapid times in these cases. If at any point you have questions, please reach out to Leave@pps.net.

Workers' Compensation Time Coding Instructions

As a reminder, you must record all absences in Time and Labor for worker’s compensation claims based on the provided guidance:

Review the weekly AbsenceResources Leave Status and Changes Report for workers compensation claims. You are required to enter workers compensation leave hours on a daily basis.

Employee Group

Time and Labor Leave Balance Coding Sequence

PAT

Use eligible workers compensation paid leave per the PAT Collective Bargaining Agreement based on number of hours worked each day. No other leave balances may be used.

*action required if leave balances exhaust (see next section)

All Other Employees

Use eligible paid sick leave at 1/3. No other leave balances may be used.

*action required if leave balances exhaust (see next section)

If an employee exhausts their eligible leave balances and goes unpaid, please e-mail leave@pps.net immediately so HR staff can transfer them to unpaid status AND continue entering leave time (including unpaid time as applicable) until the employee is greyed out on the Time and Labor daily and pay period entry panels.
If the worker compensation leave is on a reduced schedule or intermittent basis, you must record the hours in Time & Labor and email ServiceTeam3@absenceresources.com the following information on a weekly basis:
- Employee Name and ID Number
- Employee Schedule
- Date of absences and hours absent each day for workers compensation absences.
Complete Guide to Risk Management Workers Compensation Time Coding Instructions: Workers Compensation Quick Reference Time Coding Guide

Contact Leave of Absence