LRS Supervisor View - Searching Requests

Transcription

1 LRS Supervisor View - Searching Requests Purpose Trigger Use this procedure to look for existing requests for one of your employees in the LRS. Perform this procedure when you need to find a request placed during a certain date range for an employee. Prerequisites You must be a supervisor of at least one employee at WVU. You must have a WVU Login account. For more information on Login accounts, please see the Login website. Menu Path Use the following menu path(s) to begin this task: Log into MyAccess.wvu.edu. Select MyTime to go to the Leave Request System. Helpful Hints If you have any difficulty logging into MyAccess or using the leave screens, contact the ITS Service Desk at (304) (toll-free ) or ITSHelp@mail.wvu.edu. Some abbreviations and definitions: LRS = Leave Request System EBO = Expert Business Office CLA = Central Leave Administrator Designee = one of your peers or immediate subordinates who you have authorized to approve leave in your absence. Procedure 1. Log into MyAccess.wvu.edu using you WVU Login account. Learn more about your Login account on the Login website. 2. When the MyAccess menu appears, click on MyTime to open that program group. 3. Click on the Leave Request link. The LRS application allows you to view your own employee information and that of your subordinates in separate panes, or windows. Each pane has a Minimize and Maximize button in the top right corner. You may resize or move the panes around to suit your need. 4. Click the Maximize ( ) button on the Supervisor pane.

2 The Supervisor pane defaults to the Requests tab, and shows any pending requests that may require your attention. Supervisor Pane: Requests 5. To view any existing requests that have already been approved, denied, cancelled, or returned, click on Search Requests. Click Drop-Down 6. Click on the drop-down list to select an employee. 6.1 Click on the name of the employee you would like to select.

3 7. Use the calendar selectors to choose a range of dates you would like to search. 7.1 Click the calendar icon ( ) next to the From field (or click in the field). Calendar Selector 7.2 Choose a date from the calendar to begin your search period. 7.3 Click the calendar icon ( ) next to the To field (or click in the field). 7.4 Choose a date from the calendar to end your search range. Type Selector 8. Choose a status Type to search. 8.1 Click the drop-down arrow next to the Type field. 8.2 Choose a request status: Request Type Description All Approved Cancelled Denied Search for all requests of any type or status for this employee. Search for all requests that have been approved by a supervisor, designee, EBO, or Central Leave Administrator for this employee. Search for all requests that have been cancelled by or for this employee. Search for all requests that have been denied by you, your designee, the EBO, or Central Leave Administrator.

4 Request Type Returned Description Search for all requests that have been returned to the employee for them to modify and/or resubmit for approval. 9. Click the Search ( ) button. Search Results The leave requests that match your search criteria will appear in the area below. The requests will be listed in the same way that they are on the Pending Requests page (organized into folders by status type). The search feature will not show requests that are still Pending. 10. Click on the arrow next to a status Type folder ( ) to see requests of that status.

5 View Request Type For each request you will see the Date(s) requested. 11. Click on the request line to view the details of that request. Viewing a Request

6 12. The details of the request display on the screen to the right: Field Name Created By Date Created Authorized By Description The name of the person who created the request. It may be the employee, but supervisors, supervisordesignees, EBO s, and CLA s can also create requests for an employee. The date on which the request was created. The person who approved the request or authorized other actions (cancellation, denial, or return). Request Info: A table displays the requested days and times. Leave Type Date Start Time End Time Hours The type of leave time requested The date(s) requested off from work The time the requested leave is to begin The time the requested leave is to end The total hours requested off from work Comments Info: A table displays any comments that have been added Date By The date the comment was added to the request The person who added the comment Comment The comments about this request. Example: Staying home to meet the repairman. Example: I have a doctor s appointment. Hidden Comments: A table displays comments made by supervisory personnel which are hidden from the employee s view Date By Comment The date the hidden comment was added The person who added the hidden comment The hidden comments about this request. The employee cannot see or add hidden comments. 13. Depending on the Type of request: If Then Go To The request has been Approved You have the option to Cancel the request. Step 14 The Request has been Cancelled, Denied, or Returned You will not have the option to Cancel Step 16

7 Cancelling an Approved Request If you need to cancel a request that has already been approved, please include a comment indicating why this request is being cancelled. 14. Type a comment about why the request is being cancelled Optionally, you may also include a Hidden Comment for supervisory views only. 15. Click the Cancel ( ) button If the requested dates are outside of the current pay cycle, cancelling a leave request could affect the employee s pay for the pay cycle in which the request is being processed (if they are an hourly employee). A warning will appear. Pay Cycle Warning

8 15.2 Click Yes to process the cancellation (or No to return to the Search Requests page). Submit Cancel? Processed 15.3 Click Yes to submit the cancellation (or No to return to Search Requests) Click OK. You will be returned to the Requests tab and any Pending Requests that may require your attention. 16. If the request status is Cancelled, Denied, or Returned, you will not have the option to cancel the request, and the Cancel button will be greyed-out. Denied Request

9 17. Close the LRS window to return to MyAccess. You will still be logged in to MyAccess. Please remember to Log Out to protect your employee records. 18. You have completed viewing request using the Search Requests feature. Result You have viewed leave requests using the Search Requests feature of the Supervisor pane in the LRS.