Adding a New Leave Request for an Employee (Supervisor)

How to get to this page: Leave Requests tab

Prior to adding a new leave request you can check the employee's accrual balances which are displayed at the bottom of the screen. Also, note that the Future Leave Request column displays hours associated with future leave requests having the status of approved.

1. On the Leave Requests main page, click New Leave Request. The Leave Requests: New dialog appears.

2. Click to select the employee from the pop-up list.

3. Enter the Begin Date and End Date of the employee's leave request in the corresponding date box. You can enter the dates manually, or simply click to choose the dates from the pop-up calendar.

Note: If weekdays and/or holidays do not factor into the employee's schedule and accruals balances, leave the Skip Weekend and Skip Holidays fields checked (default).

4. Click to select a Pay Type from the pop-up list.
5. Click to select a Reason from the pop-up list.

6. Click to enter the number of hours and minutes the employee is requesting per day. To specify a time range, click to place a check mark next to Specific Time and click to select From and To times from the corresponding drop-down lists.
7. You can provide notes in the Comments box. If you do enter comments, select either Single Day to apply the comments to the first day in the date range or select All Days to apply the comments to all days.

8. In the accruals window is a listing of all the accrual types for which the employee accrues hours. Displayed for each accrual type is the current balance, future time off requests, and available hours. The Future Time Off Requests column displays hours that include any future leave requests and/or future bulk hours associated with the pay type of accrual usage.

9. Click Save and Close to save the employee's leave request as pending.

Note: When entering a leave request prior to the current day, the request is validated against available accrual time (assuming time cards are calculated daily) to ensure that sufficient hours are available for the selected accrual type(s). If sufficient hours are not available, an error message is displayed. If you are entering a leave request for the current day or future day(s), the request is not validated because the system does not calculate projected accrual balances. Therefore, leave requests for both current and future days are submitted without validation.

Re-opening the newly created leave request offers the ability to alter when the Leave Request is paid.  After saving and re-opening, the Leave Request displays the additional field To Be Paid with the following options:

• None: The Leave Request will not appear on the Time Card and will not be paid out.
• Time Off Date: The Leave Request will appear on the Time Card on the date(s) of the request.
• Starting Date of Pay Period: The Leave Request will appear on the Time Card on the first date of the selected Pay Period.
• Ending Date of Pay Period: The Leave Request will appear on the Time Card on the last date of the selected Pay Period.

Selecting Starting Date of Pay Period or Ending Date of Pay Period displays the additional Pay Period selection, and the read-only Pay Year and Pay Period Number fields.

Click the icon next to the Pay Period selection to see a list of all open Pay Periods, and select the desired Pay Period to pay out this Leave Request.  The selection year will appear in the Pay Period and Pay Year fields, and the selection period will display in the Pay Period Number field.