Quick Reference Card Employee Self Service Working Time / Requesting Leave

Transcription

1 This QRC provides instructions for requesting vacation, sick, personal business, bereavement, and jury duty leave using the ESS Leave Request system. Note: The Form 33 FMLA must be utilized in order to request leave pertaining to an approved FMLA. Table of Contents Accessing Employee Self Service Working Time Module... 1 Verifying Leave Balances... 2 Requesting Time Off... 4 Monitoring the Status of Requests Accessing Employee Self Service Working Time Module Using a web browser, navigate to the Employee Portal. (purdue.edu/employeeportal) Log in to the OnePurdue Portal using your career account ID and password. Click Employee Self- Service. Click Working Time. Page 1

2 Verifying Leave Balances To verify your leave balance prior to submitting a request, click Create New Leave Request/Team Calendar (found in the Detailed Navigation pane on the left or in the center section) Note: Employees with multiple positions (concurrent) Select the radio button associated with the position for which you would like to view leave balances Click Continue Page 2

3 Click the Leave Balances tab. Your balances for each Time Account (also known as Leave Type) are displayed. Note: The balances displayed are as of the Show On date. This balance reflects all leave requests that have been requested and approved as of this date, including any future leaves. Any leaves that have been requested but not yet approved will not be reflected in this balance. Example: If the person in the example image shown here has already submitted a vacation request for July 10, 2015 and the supervisor had not approved the request as of the Shown On date, that time would not be deducted from the balances shown. Page 3

4 Requesting Time Off On the Working Time tab, Click Create New Leave Request/Team Calendar. (found in the Detailed Navigation pane on the left or in the center section) Note: Employees with multiple positions (concurrent) Select the radio button associated with the position from which you would like to request leave Click Continue Page 4

5 On any tab, scroll down to the Leave Details section. Use the drop down menu to select the Type of Leave you would like to request. Note: The Descripion will update to the type of leave selected. Please review the description to ensure you are selecting the appropriate leave type. Page 5

6 Enter: 1. Start Date of leave request Note: If requesting leave via the Calendar tab, dates selected in the Calendar will automatically populate the start date. Option: Use the icon at the end of the field to open a calendar and click the desired date. 2. End Date of leave request Note: If requesting leave via the Calendar tab, dates selected in the Calendar will automatically populate the end date. Option: Use the icon at the end of the field to open a calendar and click the desired date. 3. Number of Absence hours being requested Employees with multiple positions (concurrent): Enter the number of hours being requested to be away from the position you selected. 2 1 Employees with one position: Absence hours will default to a full day s number of hours according to your work schedule. Edit the number of hours if you are requesting a half day absence A New Note, if required by leave type or supervisor Situations requiring separate requests: Requesting 1.5 days Requesting time that crosses a holid ay Optionially, use the Check feature to verify that the leave will not be rejected due to balance issues. Page 6

7 At the top of the screen, the result of the Check will be displayed. = Successful = Not successful Example inset. If not successful, adjust your request based on the feedback (typically insufficient balance) and resubmit, or wait until more time has accrued. Page 7

8 Send the request by clicking Send at the top of the screen. Note: After clicking Send, the Approver will receive a message requesting that they take action on the request. Page 8

9 The Leave Request: New verification screen appears. Verify the number of absence hours listed. Click OK to finalize the submission. Click Cancel to return to the Leave Details section. The feedback message, shown below, will indicate that the request was sent successfully Page 9

10 Monitoring the Status of Requests Click Employee Self Service 2. Click the Working Time tab 3. In the Detailed Navigation pane, click the Reports folder Click Leave Overview 4 Note: This information is also available within Create New Leave Request/Team Calendar on the Leave Requests tab, and also within Change Submitted Leave Request Submitted leave requests are displayed based on the date selected in the Leave Since field. This can be edited if desired to alter the returned results. The current status of each request can be found in the Status column. Page 10

11 You submitted one or more leave requests. Your requests have now been processed. For more information, see the list of your absences in the OnePurdue Portal. After the approver takes action on a submitted leave request, you will receive this indicating the action taken. Requester : Smith Joe ( 99xxxxxxx ) =============================================================== Approved Requests: Request: Sick Leave EE Illness, 03/05/2015 Note: Rejected Requests: Request:Vacation Paid Leave, 03/10/2015 Note: Page 11