Instructions for Supervisors and Time Keyers

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: 

1. 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.
    
2. 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.
    
3. 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.
    
4. 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.  

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.

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.
   

• 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