Purpose Use this procedure to create and submit a leave request for full or partial day(s) to a designated approver for approval via email. You will receive an email notification when the leave request is approved or rejected. You and your approver are able to add the requested leave to your Office 365/Outlook calendar. Perform this procedure when you would like to request time off in the future, or to enter an absence in the past. You can easily review your current leave balances and usage by clicking Show Leave Balances from the initial page. You can request leave time retroactively (after the fact). You cannot request a full and partial day absence in the same request. You must submit two separate requests, one for the partial day(s) and one for the full day(s). You can combine consecutive days of full day absence in one request, even if they span over a weekend, but partial day absences each require a separate request. If you plan on submitting an absence that spans a holiday, you need to create two requests, one to cover the day(s) before and one to cover the day(s) after. Normally ESS Leave will disregard weekend days (Saturday/Sunday), but that is not the case for a holiday. Example: if you plan on taking vacation Friday through Tuesday (and Labor Day falls on that Monday), you will need to submit a leave request for Friday and another request for Tuesday. Creating the two requests will then accurately post your vacation to your employee record. Menu Path Use the following menu path(s) to begin this transaction: > Time > Leave Requests Copyright University of Nebraska Board of Regents 1
Procedure 1. The main screen is the Leave Request screen. 2. As required, complete/review the following fields: Field Name Required Conditional or Optional? Description Type of Leave Required Click the dropdown arrow to choose a leave type. Date Required Click (Calendar) to select the start date and end date of the absence (e.g., 12/16/2014 12/17/2014 will be listed as two, 8- hour days). Duration Hours* Conditional For a partial day absence, enter the number of hours being requested*. Start Time Conditional For a partial day absence, enter the specific start time of the absence using the 24-clock** system (e.g., 01:00PM would be 13:00). **See chart on page 7. End Time Conditional For a partial day absence, enter the specific end time of the absence using the 24-hour clock system (e.g., 03:00PM would be 15:00). Approver Name N/A Displays your designated leave approver. If you would like to have your request approved by another individual, the request can be Delegated to that approver when it s received by the original approver. Copyright University of Nebraska Board of Regents 2
Field Name Required Conditional or Optional? Description Note for Approver Optional Enter any comments associated with the leave request. These comments will be included in the email notification to the approver. *After selecting the type of leave (vacation, sick, etc.) simply enter the Start Time and the End Time the Duration Hours will auto-fill the appropriate number. If you would like to manually fill in the Duration Hours for 2 hours and 30 minutes, enter the duration as 2.5 hours. Note: for 2 hours and 15 minutes, enter the duration as 2.25; and for 2 hours and 45 minutes enter as 2.75. 3. Click. 4. Review the information on the screen to make sure it is correct. If you need to make a change, click. 5. If request is correct, click. 6. Once submitted, the main screen returns. You can submit another leave request, navigate to another location in Firefly, or log out. Email Notification Once a leave request is submitted, the approver will have the option to approve, reject or delegate the leave request to an alternative approver. The approver will process the request and the employee will receive an email notification. Following are some example email notifications: Copyright University of Nebraska Board of Regents 3
Leave Request to Approver - The Approver can choose between three options with the request: Approve, Reject & Cancel, or Delegate (which forwards the request to another approver). They can also add the absence to their Office 365/Outlook calendar as a reminder. Leave Approved After your request is approved, you will receive an email notification. You can choose to add the absence to your Office 365/Outlook calendar either as an appointment or a reminder. Copyright University of Nebraska Board of Regents 4
Leave Rejected If your request is rejected, you will receive an email notification with the approver s comments. Leave Request Delegated to an Alternate Approver If your leave request is delegated to an alternate approver, that person (delegated approver) will receive an email notification with the same options along with comments from the original approver. Copyright University of Nebraska Board of Regents 5
Leave Approved by an Alternative Approver If your leave request was approved by an alternate approver, you will receive a notification containing the comments that were entered and the name of the alternate approver. Retroactive Leave Request Notification If you are a biweekly employee and enter a retroactive request, an email notification will be sent to the time clerk (if determinable) and the approver. Retroactive requests need to be reviewed for potential impact on time that may have already been paid, such as overtime. Approvers should make sure that the appropriate time clerk is aware of the retroactive request. Copyright University of Nebraska Board of Regents 6
**24-Hour Clock Use the chart below to convert leave time to the 24-hour clock. Regular Clock 24 hour Clock 12:00 AM 0000 1:00 AM 0100 2:00 AM 0200 3:00 AM 0300 4:00 AM 0400 5:00 AM 0500 a.m. 6:00 AM 0600 7:00 AM 0700 8:00 AM 0800 9:00 AM 0900 10:00 AM 1000 11:00 AM 1100 12:00 PM 1200 1:00 PM 1300 2:00 PM 1400 3:00 PM 1500 4:00 PM 1600 5:00 PM 1700 p.m. 6:00 PM 1800 7:00 PM 1900 8:00 PM 2000 9:00 PM 2100 10:00 PM 2200 11:00 PM 2300 Updated 1/7/2016 Copyright University of Nebraska Board of Regents 7