October 12, 2009
Coming this December: Make your vacation holdback request online
This December, bus and rail operators will submit vacation holdback requests by computer. Instead of
turning in a form to a station agent and waiting for results, you will log in to TriNET, see your eligibility,
make your request, and get an immediate response. You’ll need to know your user ID and password to
make a vacation holdback request. Trainers and station management will be contacting operators who
have never logged in, or haven’t logged in recently, to help you.
Besides saving paper and time, this approach is a first step toward giving you easier access to
information about yourself and your work by using the computer. “Operator self-serve” will be phased in
over several years, starting with basics, such as vacation holdback, request to go fulltime, or one-day
signups. Eventually it will cover more complex requests, such as trading work, request slips and even
FAQs: Vacation holdback & TriNET
Will all 2010-11 vacation holdback requests be made on TriNET?
Yes. Trainers and station management will make themselves available to help you successfully submit
your request by computer.
What about vacation signup, vacation relief signup, regular signup, etc?
None of these processes have been moved on to TriNET yet, but that’s the goal. Self-serve vacation
holdback requests are a first step in this direction. Specifically, the next two signups (Winter 2009 and
vacation 2010-11) will be conducted in the Center Street report area, not on the computer. Discussion
with and notification of operators will take place before next steps are taken.
How do I know my user ID and password?
Every TriMet employee has a user ID, even if they’ve never used it. For most employees, your user ID
is the first seven letters of your last name plus the first letter of your first name. If you’ve never logged in
to TriNET, or if your last login was more than three months ago, the Help Desk has set up your CDL
number as your temporary password.
Who can help if I'm having problems with the computer?
Garage trainers and other training supervisors provide operators with work-related computer help. For
example, trainers can help you figure out what your user ID is; log in; choose a new password; and
answer the “password maintenance” questions to help if you forget your password or it expires.
In addition, employees have access to the Help Desk (x5818, 4th floor Center) during their open hours.
Can I use TriNET from home?
Yes, as long as you’ve chosen your own password and answered your password maintenance
questions. There’s one exception: The very first time you log in needs to take place at work, on one of
the computers that requires login (not the “kiosk” computers near the station agent window).
Why do we have to change our passwords every three months?
It’s a requirement for all TriMet employees, and part of how we keep the system secure.
What about privacy?
TriMet restricts access to employee information to those who have a legitimate business need for the
information. The operator self-serve approach expands access by exactly one person: You. Employees
are responsible for keeping their passwords private. Operator self-serve applications, starting with the
vacation holdback request, will have security features, such as requiring you to enter your password
before you submit your request. For more information about privacy (including how public records laws
apply to TriMet’s computer networks), contact IT or your manager.
If I think the information about my timeloss is wrong, what should I do?
As in the past, speak with anyone in station management if you have a question or concern about what
the vacation holdback system says about your timeloss. If your timeloss is reversed, you can log in
again and change your request.
I'm not eligible for (or interested in) vacation holdback. Do I have to start using TriNET?
No, but it’s a good idea to know your user ID and set up your password so you can take advantage of
the other resources on TriNET and be ready when other processes move from paper to computer
WHO IS ELIGIBLE FOR VACATION HOLDBACK?
Vacation holdback allows operators to take vacation one day at a time instead of by the week.
Earned means you will have earned the weeks sometime during the vacation year (4/4/10-3/30/11).
Chargeable timeloss is measured from 12/1/08 through 11/30/09 and is defined as chargeable
oversleeps, excused and unexcused absences, sick time, and suspensions. Non-chargeable hours
include paid leave, unpaid leave, FMLA, Comp, TDA and light duty. If you hold back vacation time
and don’t use it, it will be paid off at the end of the vacation year. You can’t carry it to the next year.
Fulltime operator Minirun operator
Qualified to hold back 1 week Earned 2 weeks Earned 3 weeks
Qualified to hold back 2 weeks Earned 3 weeks Earned 4 weeks
Chargeable timeloss: Chargeable timeloss:
60 hours or less 38 hours or less
The 2010-11 vacation holdback notice will be issued in late November. You will be able to submit
your request between December 2 and 26. The vacation holdback request program will be
accessible from the homepage, under “TriNET applications.”
-----------text of notice------------------------------
Attached, below and on TriNET is an updated version of yesterday’s Operator Notice about TriNET and vacation holdback. Please discard the earlier version.
The two updates are as follows:
Clarification--privacy of your CDL number: “We chose the CDL because you know it—it’s in your wallet—but other people don’t. The list of CDLs generated for this project is stored in a super-secure part of TriNET’s computer network, and will be destroyed at the end of this project. Only a very limited number of IT employees, approved by the chief technology officer, can view the list of CDLs.”
Correction--unused holdback days: “Minirunners who hold back vacation time and don’t use it will lose it; fulltime operators will have it paid off at the end of the vacation year.”
Station agents, please post this notice and remove the Oct. 12 version.