University employees' paid time off balances coming to ESS

June 17, 2010

The Payroll Office will launch an ESS (Employee Self-Service) tool on June 30 that will allow Purdue employees to review their most current leave balance and usage reports online.

Termed the "Paid Time Off Information/Report," the new tool will give clerical and service employees their balances and usage for vacation, sick leave and personal holiday time.

For administrative and professional staff, fiscal year faculty, continuing lecturers and operations and technical (op/tech) assistants, the report will provide vacation balances. In addition, it will display sick leave and personal business days used.

Employees will access their "Paid Time Off Information/Reports" in the same way they access their salary statements: by logging into ESS with their Purdue career account and password and then clicking the designated link.

Biweekly paid staff will get their updated "Paid Time Off Information/Report" each payday. Their report will detail paid time off balances for the most recent pay period, as well as pay periods for the preceding 12 months.

Monthly paid and op/tech staff will receive their updated "Paid Time Off Information/Report" on the last day of the month, which may not always coincide with the monthly pay date.

Quick Reference Cards and animated access simulations that explain and demonstrate how to access and read the reports are available on the "ESS" gold tab of the Payroll website. More information also can be found in the Frequently Asked Questions listed below.

Staff may direct their questions about the new online "Paid Time Off Information/Report" to their business office, or they may contact Payroll at

Introduction of the expanded ESS capability on June 30 will coincide with the final payroll of academic year 2009-10, which is a shared pay date for biweekly and monthly staff. The new report will replace the quota information currently displayed at the bottom of the online pay statement.

Frequently Asked Questions: Quotas in ESS

1. Why don't I see my sick leave balance?
ESS will provide staff the ability to see how much sick leave they have used to date in a given calendar year. Due to variations in the amount of sick leave that is available to staff based on their years of service, please consult with your business office or Human Resources office for your sick leave balance.
2. Why don't I see my personal business day balance?
Per University Policy C-46, eligible staff can take up to three personal business days per fiscal year. Personal business days do not carry forward into the next fiscal year and are not paid out when an employee separates from the University. ESS will provide employees with the ability to see when they have taken a personal business day.

3. How will balances be viewed for concurrent employment?
Like they do today, concurrent employees see a total of their quota balances from all of their positions. A concurrent employee may see multiple entries for a given day if paid time was recorded from more than one position for a given day.

4. Will employees see their paid parental leave balances?
Like today, paid parental leave is not shown in ESS. If employees have questions regarding their paid parental leave balance, they will need to contact their business office or Human Resources.

5. Why is my quota information missing from my Remuneration/Pay Statement?
The "Paid Time Off Information/Report" will replace the current quota information on the Remuneration/Pay Statement. This new tool will provide staff with access to a more detailed view of their quota information.